What are the responsibilities and job description for the Administrative Assistant, Center for Community Engagement (PT) position at York College of Pennsylvania?
DESCRIPTION:
The Administrative Assistant provides essential operational, administrative, and event support for the Center for Community Engagement (CCE). Splitting time between downtown locations—including the Gunter-Smith Center and Marketview Arts—this role serves as the primary administrative point of contact for community partners, visitors, faculty, and staff. The ideal candidate is highly organized, detail-oriented, and skilled in calendar management, basic financial recordkeeping, cross-departmental coordination, and event logistics.
OUTCOMES:
Schedule of activities remains accurate so overlap does not occur. Create positive public relations with all constituents.
The Administrative Assistant provides essential operational, administrative, and event support for the Center for Community Engagement (CCE). Splitting time between downtown locations—including the Gunter-Smith Center and Marketview Arts—this role serves as the primary administrative point of contact for community partners, visitors, faculty, and staff. The ideal candidate is highly organized, detail-oriented, and skilled in calendar management, basic financial recordkeeping, cross-departmental coordination, and event logistics.
OUTCOMES:
Schedule of activities remains accurate so overlap does not occur. Create positive public relations with all constituents.
Administrative & Client Services 40%
- Serve as the first point of contact for the CCE; greet and welcome community partners, guests, and callers at downtown locations in a warm and professional manner.
- Manage scheduling for CCE Executive Director
- Process operational and programmatic invoices, receipts, and expense reports for the Gunter-Smith Center and Marketview Arts; maintain organized records and monitor budget tracking spreadsheets.
- Maintain accurate files, manage general inbox inquiries, and keep office spaces organized and supplied.
Event Coordination & Execution 30%
- Serve as the primary liaison with the Campus Events Manager and her team for downtown events and provide on-site coordination and support for downtown events as needed.
- Serve as an on-site administrative point of contact for clients and attendees during events to ensure smooth setup and a positive guest experience.
- Coordinate logistical details to help faculty bring students to downtown events, including arranging transportation schedules and issuing parking validations.
Collaboration & Communication 30%
- Liaise with multiple campus departments including Campus Facilities, Campus Safety, LTS, and Marketing and Communications to coordinate logistics and services for both CCE buildings.
- Ensure smooth information flow and consistent administrative practices between CCE staff, campus teams, and community partners.
- 2 years of administrative support, front-desk, or office assistance experience.
- Familiarity with 25Live scheduling software or similar enterprise scheduling software, preferred.
- Basic understanding of office bookkeeping, invoice processing, and record management.
- Strong organizational skills with keen attention to detail.
- Excellent interpersonal, written, and verbal communication skills.
- Ability to multitask and remain calm under pressure in a fast-paced environment.
- Availability to work evenings and weekends as needed.
- Ability to travel between downtown campus locations (Gunter-Smith Center and Marketview Arts).
- Excellent customer service skills.
- Ability to work independently and with others and as a team to carry out tasks successfully.
- Exercise good judgement, discretion and decision-making skills.
- Ability to deal consistently with students, alumni, faculty, staff, and community leaders alike with courtesy, professionalism and confidentiality.