Administrative Assistant I (Grant Funded)

Join a vibrant and purpose-driven community at Shippensburg University, located in the scenic Cumberland Valley and spread across a beautiful 210-acre campus with over 40 buildings. We offer a dynamic academic environment with 45 undergraduate, 22 graduate, and 2 doctoral programs. At Shippensburg, our mission is more than words—we are committed to inclusive collaboration, fostering a strong sense of belonging, and celebrating the achievements that drive positive change in our communities. Be part of a team that values innovation, impact, and shared success.

Shippensburg University offers outstanding benefits to eligible employees!

• Effective first day of employment: low-cost medical insurance plus free dental, vision, hearing, and prescription coverage**.**
• Choose from two generous retirement plans :
  • Alternative Retirement Plan (ARP):5% employee contribution, 9.29% employer contribution, Immediate vesting
  • State Employees’ Retirement System (SERS): 8.25% employee contribution, 2.25% employer contribution + pension calculation, 10-year vesting requirement
• 100% tuition waivers for you and your eligible dependents upon completion of probationary period!
• Generous paid time off, employer-paid life insurance, and so much more!

See full details in link below (for AFSCME employees)

Full Benefits Summary (PDF)

Administrative Assistant – Strengthening Institutions Program (SIP) Grant

Shippensburg University is seeking an organized, detail-oriented, and professional Administrative Assistant to provide advanced-level administrative support for the Strengthening Institutions Program (SIP) grant and related student success initiatives, including the Shippensburg University Textbook Network.

This position is scheduled to work Monday through Friday from 8:00 a.m. – 4:30 p.m. and
is a temporary grant-funded, with funding currently authorized from October 2026 through July 2031.

Key Responsibilities

SIP Grant Administrative Support

• Provide advanced administrative support for SIP grant implementation and SU Textbook Network operations, including project coordination, information tracking, purchasing, and documentation.
• Compile and summarize project updates, lending activity, stakeholder communications, meeting outcomes, and pending action items.
• Monitor deadlines, meetings, reporting requirements, and follow-up activities to keep grant leadership and project teams informed.
• Prepare, edit, proofread, and format correspondence, reports, agendas, meeting materials, and other grant-related documents for accuracy and compliance with institutional standards.

Independent Judgment, Work flow, and Prioritization

• Exercise independent judgment in managing administrative activities in accordance with institutional policies, grant procedures, project time lines, and established priorities.
• Organize and prioritize competing deadlines, adjust work flows as needs change, and proactively address administrative and documentation requirements.
• Identify opportunities to improve tracking systems, communication processes, record keeping, and office procedures.
• Maintain documented administrative practices that support efficient and consistent grant operations.

Files, Records, Documentation, and Reporting

• Establish and maintain organized electronic and physical filing systems for grant documentation, SU Textbook Network records, purchasing materials, correspondence, and project activities.
• Maintain accurate, accessible, and confidential records in accordance with institutional procedures and grant requirements.
• Develop and maintain tracking tools, shared files, calendars, and documentation systems to support administrative operations.
• Compile records and supporting documentation for grant reports, assessments, internal updates, procurement activities, and implementation tracking.

Scheduling, Meetings, Communications, and Stakeholder Coordination

• Coordinate grant-related meetings, steering committees, project sessions, training’s, workshops, and stakeholder activities, including scheduling, invitations, materials, attendance, and follow-up.
• Prepare agendas, document meeting discussions and decisions, maintain minutes, and track action items.
• Serve as an initial point of contact for administrative inquiries, correspondence, and information related to SIP grant activities and SU Textbook Network operations.
• Maintain effective communication and working relationships with faculty, staff, students, administrators, vendors, external partners, and campus offices to support coordinated grant activities.

Budget, Purchasing, and Procurement Documentation Support

• Coordinate administrative purchasing activities, including purchase requests, invoices, receipts, expenditure records, order tracking, and supporting documentation.
• Assist with textbook purchasing, vendor communications, procurement tracking, and related SU Textbook Network activities.
• Maintain accurate purchasing and budget-related records to support grant reporting, financial accountability, and institutional requirements.
• Collaborate with appropriate campus offices to facilitate timely purchasing processes and prepare administrative summaries of grant expenditures, resource utilization, and project activities.

The Ideal Candidate

The successful candidate will demonstrate strong organizational, communication, and multitasking skills, attention to detail, professionalism, and sound independent judgment. The ability to manage multiple priorities with limited supervision while maintaining confidentiality and discretion when handling sensitive information is essential.

Join Shippensburg University in supporting grant-funded initiatives that strengthen institutional operations, improve textbook accessibility, and promote student success.

A full job description will be provided at the time of the scheduled interview.

Minimum Qualifications

To perform the Administrative Assistant position successfully, the incumbent needs seasoned proficiency in the following areas:

• Education and Experience: Bachelor’s degree, four years of experience comparable to a Clerical Assistant 3, OR an equivalent combination of education and experience.
• Demonstrated experience in administrative, executive, project, grant, OR comparable administrative support roles.
• Administrative and Technical Skills: Advanced knowledge of office practices, procedures, administrative systems, shared files, databases, and tracking software. Advanced proficiency in Microsoft Word, Excel, Outlook, Teams, PowerPoint, and related applications.
• Communication Skills: Excellent verbal and written communication skills, including advanced grammar, spelling, punctuation, proofreading, editing, and document preparation.
• Organization and Time Management: Strong ability to independently manage multiple priorities, deadlines, records, communications, and administrative activities with limited supervision.
• Independent Judgment: Ability to interpret policies and procedures, exercise sound judgment, and make independent decisions based on institutional requirements, project priorities, timelines, and grant leadership commitments.
• Records and Reporting: Ability to compile, organize, summarize, and communicate project information; maintain complex records; and prepare accurate reports, correspondence, and tracking documents.
• Purchasing and Budget Documentation: Experience maintaining purchasing, procurement, budget tracking, reporting, or project accountability records.
• Professionalism and Confidentiality: Demonstrated discretion in handling sensitive information and supporting management staff while maintaining effective working relationships with internal and external stakeholders.

Preferred Qualifications

• Experience developing and maintaining administrative office processes, procedures, reports, calendars, filing systems, and tracking tools.
• Experience supporting grant-funded projects, academic programs, student success initiatives, library services, textbook affordability programs, or higher education administration.
• Experience supporting committees, steering groups, implementation teams, or cross-functional project groups.
• Experience working with confidential student, budgetary, personnel, administrative, or institutional records.
• Experience compiling project status information, usage data, meeting outcomes, action items, or other administrative information for reports and updates.
• Experience with public and student-facing service programs.

Posting Detail Information

Open Date

10/15/2026

Close Date

Open Until Filled

Yes

Special Instructions Summary

For full consideration, all candidates must apply online at https://jobs.ship.edu with acceptance of materials continuing until the posting is filled. Materials submitted in other formats including paper applications will not be considered. All applications and inquiries will remain confidential.

Shippensburg University of Pennsylvania is an Equal Opportunity Employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regards to age, color, national origin, race, religion, disability, veteran status, or sex. All qualified individuals are encouraged to apply.

Additional Information

Shippensburg University employees value teamwork and collaboration, are dependable, take initiative, solve problems effectively, communicate clearly and support organizational change. University employees must possess good interpersonal skills and be able to communicate effectively with all members of the campus community.