JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Pennsylvania State University Office of Physical Plant's Department of Environmental Health and Safety (EHS) is seeking candidates for an Administrative Support Assistant role. This position interacts with students, faculty, staff and visitors from Departments and Colleges throughout the University.

Finance and Business is a values-driven organization that supports thousands of university faculty, staff, and students, while also providing services to the broader community and society. The Office of Physical Plant is part of the Finance and Business team and is an organization driven by its mission to “Provide Excellent Facilities Services for Penn State.” The Office of Physical Plant's values follow those of Penn State’s and we are especially committed to our vision to be nationally recognized as a leader in Higher Education facilities, environmental, and safety management. In our search for excellence,we foster a unified high-performing team with mutual respect for each person's uniqueness, talents, value, and perspective. We also firmly believe in Penn State’s value of Respect , which encourages us to "respect and honor the dignity of each person, embrace civil discourse, and foster a diverse and inclusive community." As an incoming team member of the Office of Physical Plant, it will be expected that all employees embody and model Penn State's and Finance and Business's commitment to diversity, equity, and inclusion.

Primary responsibilities include:

• Serve as the front desk representative for the Department of Environmental Health and Safety. Answer and screen phone calls, emails and assist visitors - provide assistance or direct calls and emails to appropriate staff members. Retrieve incoming mail and delivered packages.

• Organize meetings, hosted conferences, and seminars for internal and external customers.

• Compliance support for data management and record retention functions for EHS department. Review system deadlines and prepare management reports. Maintain EHS central file record retention functions (electronic and physical copies), prepare inactive files and records for storage; document control and EHS website updates.

• Serve as the primary system administrator for EHS use of the University learning management system (LRN). Create course offerings in LRN training catalog; assist staff with upload of training materials to create curricula; schedule training sessions, maintain attendance records, and prepare training reports.

• Assist staff with preparation, editing, and review of documentation. Edit and format documents and presentations for final publication including updates to EHS website; maintaining document controls; and coordinating document distribution and communication plans.

• Process emergency requests; compile nature of call and extent of emergency and provide the information to the correct staff member for proper response. Maintain critical office notification call out lists.

• Maintain inventory and order general office supplies. Ensure office equipment is functional and troubleshoot as required. Provide support for information technology applications.

Education and Experience

Typically requires a High School diploma or higher plus one year of related experience, or an equivalent combination of education and experience. Microsoft Office Software experience preferred. Must demonstrate a commitment to a community where diversity and sustainability are valued. In addition, excellent organizational skills with the ability to multi-task, and outstanding interpersonal skills with the ability to interact effectively with other departments are necessary.

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.

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