Administrative Support Assistant 4
The Offices of Counseling and Psychological Services (CAPS) and Student Disability Resources (SDR) at Penn State Harrisburg are currently seeking an enthusiastic individual to join our team as an Administrative Support Assistant 4. Penn State Harrisburg and CAPS/SDR, offices within the Division of Student Affairs, are committed to, and accountable for advancing diversity, equity, inclusion, and accessibility in all its forms.
This 12-month position will work full-time Monday through Friday between the hours of 8 AM to 5 PM in person located at our Penn State Harrisburg campus in Middletown, PA. Some hybrid flexible work arrangements are possible during the months of mid-May through July (after 1 year of hire). The CAPS and SDR offices strive to recruit a talented and diverse applicant pool for this position in support of our dynamic student body.
Job Responsibilities:

• Report directly to the Director of Counseling and Disability Resources and work within the offices of CAPS and SDR.
• Coordinate CAPS and SDR office comprehensive services and communication in a professional and confidential manner while also supporting the general administrative functions including serving as the first point of contact to greet and assist students, visitors, faculty, and staff.
• Answer and manage telephones; schedule meetings and student appointments (in person and via Zoom).
• Triage distressed students and urgent response needs.
• Coordinate staff calendars.
• Assist coordination of proctored testing process for students.
• Assist in the coordination of accessibility and assistive technology services for students (braille conversion, notetaking, alternative text conversion, ASL interpreters, campus mobility work orders).
• Assist staff with marketing, brochures/flyers, and event scheduling (workshops, groups, First Year Seminars, and other outreach programming).
• Analyze data including budgetary expenses.
• Organize and maintain accurate information; print, copy, and prepare documents, reports, and mailings; compile and secure electronic medical records.
• Assist in the maintenance of time sheets and wage payroll for part-time staff, interpreters, and test proctors as needed; assist with onboarding new staff; order and maintain office supplies. Submit CAPS/SDR office staff work orders and technology operational needs.
• Serve as a liaison between students, faculty, and staff; manage office personnel travel arrangements; special projects as assigned; and provide general office support.
• The position will have the opportunity to manage 1-2 Administrative Assistants and/or student staff, which will include recruitment, selection, training, supervision, and leadership, as well as other administrative supervisor responsibilities.

The successful candidate will have prior experience working in a fast-paced office environment, working with a diverse population, have knowledge and familiarity of various computer systems and applications, and have a passion for helping others. The candidate will also embrace a student-first approach to services with compassion and empathy for helping others; demonstrate patience and tolerance for occasional ambiguity and unpredictability given the nature of the position; comfort working with campus partners of all levels of administration as needed; and enjoy working at the front desk in an office reception area. In addition, this position will maintain compliance with HIPAA and FERPA regulations and complete training in accordance with Penn State policies.
Minimum Qualifications & Education:

• This position typically requires 4 years of related experience and an associate's degree or an equivalent combination of education and experience.
• Exhibits a positive attitude and teamwork with a proven ability to develop and maintain strong working relationships to accomplish unit goals and support students.
• Commitment to diversity, equity, inclusion, and accessibility, honoring cultural humility and respect for others.
• Successful communicator with strong social skills and high emotional intelligence (including self-awareness, self-regulation, social awareness, and relationship management) to anticipate presenting needs even when communication is non-verbal.
• Maintains composure when interacting with distressed students with varying visible and invisible needs.
• Self-driven with a strong ability to multi-task and problem-solve, often with minimal oversight.
• Flexible and agile to adapt quickly as needed to competing needs and priorities.
• Demonstrates effective time management and is highly organized and detail-oriented.
• Proficient in using moderate levels of technology including navigating multiple platforms and systems simultaneously.
• Knowledgeable and possess a strong ability to utilize Microsoft Office Suite of programs, Zoom video conferencing, scheduling programs, and secure electronic medical record keeping.

Preferred Qualifications:

• Prior administrative office experience working within a medical setting or related to counseling or disability services.
• 1 years of related supervision experience.
• Prior experience and familiarity with Titanium, Elba, Simba, and Workday.
• Experience with assisting with office budgets and accounts payable.
• Bilingual.
• The Administrative Support Assistant 4 will conduct their work with a high degree of discretion, integrity, and ethical standards.
• They will also adhere to University policies and procedures, and maintain timely communication with students and other involved parties.
• The successful candidate will possess a student-first customer service orientation, excellent written and verbal communication skills, and organizational skills.
• The candidate will demonstrate a comprehensive understanding of working with diverse populations and be able to exhibit cultural humility and empathy.
• Professional experience in a college setting and/or medical office is preferred.

How to Apply:

• Cover letter uploaded with application in Workday that clearly demonstrates how your education and experience:
  
  • (a) meet the minimum qualifications (and, as applicable, the preferred qualifications), and
  • (b) demonstrate the ability to perform the responsibilities as described in the posting.
• Resume uploaded with application in Workday including work history, education, and training.
• Contact information of three professional references including one current or recent past supervisor.
• Please include the reference's name, title, phone number, email address, and relationship to the applicant.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.
For more information about CAPS, please visit our website: harrisburg.psu.edu/counseling-psychological-services and for more information about SDR, please visit our website: harrisburg.psu.edu/disability-services
The following background checksmust be successfully completed for this position:

• This position will require successful completion of standard background checks, successful Child Abuse Reporting clearances, FBI Fingerprinting, and state criminal background checks prior to hire. And position will require the ability to work independently in the United States is required for employment.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.
Apply online at https://psu.wd1.myworkdayjobs.com/PSU_Staff/job/Penn-State-Harrisburg/Administrative-Support-Assistant-4_REQ_0000044761-1
CAMPUS SECURITY CRIME STATISTICS: For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to http://www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.
Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
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