Administrative Assistant - Ben Franklin Technology Partners

Administrative Assistant - Ben Franklin Technology Partners - Apply

APPLICATION INSTRUCTIONS:

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• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

For nearly 40 years, Ben Franklin Technology Partners of Central and Northern PA, Inc. (Ben Franklin/CNP) has been the largest early-stage investor and supporter of technology-based startup companies across the 32 counties of central and northwestern Pennsylvania.

Headquartered in State College, and with offices in Erie, Harrisburg, Lancaster, and Johnstown, Ben Franklin/CNP’s high-risk, early-stage investments, along with robust management assistance, help local entrepreneurs launch startups and create jobs that achieve prosperity and higher quality of life for our region.

We seek applicants for an Administrative Assistant to provide strong administrative and financial management support at our State College, PA office. This position is is not eligible for remote work.

Reporting to the Director of Operations, this multidisciplinary role requires the individual to be business savvy and able to provide a superior customer service experience that fosters and enriches business relationships with internal and external clients and partners.

The Administrative Assistant is charged with evaluating, analyzing, facilitating, and executing the administrative tasks required to support BFTP/CNP entrepreneurial initiatives and to achieve operating efficiencies throughout the organization, as follows:

• General responsibilities include preparing data and presentations, managing/overseeing special projects, and handling sensitive information requests; assisting with resolving communications, information systems, and other site services issues affecting other team members and/or building incubator tenants in residence; leading or assisting with event management, representing the organization at professional events and conferences, handling general correspondence according to established standards, and assisting in the preparation of special communications, advertising, public relations, and marketing materials, as needed.

• Operational responsibilities include working with other team members and client companies to effectively handle proposal, grant, and contract processing, logistics, training, and compliance; according to established procedures, perform data entry and database management, assist with budget preparation and expense management for the office (e.g. processing accounts payable and accounts receivable); assist in the evaluation of systems, procedural and operational changes/enhancements and developing/documenting functional specifications for office processes and policies; and, providing program managers with accurate, timely reports and status updates. Other operational duties include creating and maintaining support/backup documentation associated with the annual independent audit and providing guidance and support to designated external companies in preparing their budgets and reporting their quarterly results.

• Routine administrative duties include attending staff and Board of Directors meetings, preparing Board books and performing other activities associated with supporting the Board; file management and recordkeeping, and otherwise supporting the CEO, the Board of Directors, and company business partners as needed (e.g. receiving visitors, arranging conference calls or video conferences, scheduling travel and meetings, purchase card and office inventory management, office supply procurement, answering the main office telephone, providing calendar management support, and performing other duties, as necessary.

This is a term appointment funded for one year from the date of hire with an excellent possibility of renewal.

Education and Experience: This position will be filled at the Intermediate Support or Senior Support level, based on the successful candidate's qualifications:

• For the Intermediate Level - Minimum of an High School Diploma or General Equivalency Diploma (GED) and 2+ years of relevant work experience or an equivalent combination of education and experience.
• For the Advanced Professional level - Minimum of an Associate's degree and 4+ years of relevant work experience or an equivalent combination of education and experience.
• High comfort level with technology, such as using spreadsheets, electronic meeting tools, smartphones, and calendar management tools. High-level proficiency in Microsoft Office applications (Outlook, Excel, PowerPoint, and Word).
• Trustworthiness is a paramount character trait of this role, and maintaining the confidentiality of critical business issues is a key responsibility.
• Must be able to collaborate in a team environment and build strong working relationships with others while being equally self-directed and able to work independently; diligent follow-up and problem-solving abilities are key.
• Must demonstrate diplomatic, effective, and compelling communication skills; this includes the ability to accurately interpret various instructions in written, oral, diagram, or schedule form.
• Reasoning skills are required to assist with preparing and validating various contract documents and financial reports.
• Must be adept at prioritizing and managing work requests from multiple sources and can exercise ethical, prudent judgment and problem-solving skills without direct supervision.
• Occasional day or overnight travel to other BF/CNP field offices, client sites, or other business appointments in Pennsylvania is required.

Background Check: This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belonging that supports both broad and specific equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to tuition discounts (75% discount for spouse and children), and paid holidays. Please visit https://hr.psu.edu/current-employee/benefits for more detailed information.

The salary range for this position, including all possible grades is:

$38,300.00 - $61,000.00

Salary Structure - additional information on Penn State's job and salary structure. 

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

Employment with the University will require successful completion of background check(s) in accordance with University policies. 

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