Service Administrative Assistant - Garage Services

The Service Garage at University Park has recently transitioned to Transportation Services and is searching for an energetic, experienced Service Administrative Assistant (Intermediate or Senior Support) to join our team. With a new vision of supporting the Fleet Management Organization, this on-site position will assist the team in launching a modern Fleet Maintenance Software system for the university. Experience in the vehicle or mobile equipment maintenance field and working with fleet management software is a plus but is not required. Qualified applicants will possess excellent customer service and strong organizational skills. Billing and inventory experience is also a plus.

·         Opens, updates, monitors, and closes repair orders (ROs) accurately and efficiently, ensuring required documentation is complete

·         Processes monthly billing verifying accuracy before processing

·         Customer service to internal customers and external vendors

·         Reconciliation of P-Card transactions in SAP Concur

·         Technical/functional expert on garage-specific software

·         Assist CWC garage services with billing, parts ordering, inventory management and P-Card reconciliation as needed

·         Supports Service Garage Management with administrative projects and reporting

·         Assist in ordering parts and maintaining physical inventory

·         Assign and maintain fuel cards and process billing for fuel

·         Familiarity with Technical Service employees and the bargaining contract is highly desired.

·         Proficient knowledge of the following software, and the ability to easily learn additional software, is preferred:

·         Microsoft 365 (Outlook, Excel, Word, Teams, OneDrive/SharePoint)

·         SAP Concur

·         SIMBA

·         Adobe Acrobat

·         Zoom

The successful candidate will be a self-starter, have excellent communication skills, a positive attitude, and the desire and ability to work well with a diverse team. The candidate must be well organized, have keen attention to detail and be dedicated to helping others. Confidence in learning new software programs, commitment to meeting deadlines, and the ability to switch priorities as well as handle multiple interruptions easily is a must.

This position is a full-time, on-site role based out of University Park with a Monday through Friday Schedule.

This position will be filled at an intermediate support level or a senior support level, depending upon the successful candidate's competencies, education, and experience.

Applicants must include a cover letter, resume, and the names and contact information for at least 3 professional references.

Benefits for full-time employees at Penn State include (visit https://hr.psu.edu/benefits for more detailed information):

• Medical, dental, vision, and retirement plans

• Tuition discounts (including for a spouse and dependent children up to the age of 26)

• Generous vacation time and sick time

• 14 paid holidays/campus closure days

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.

Penn State is an equal opportunity 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. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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