APPLICATION INSTRUCTIONS:

The Academic Affairs & LaunchBox Administrative and Program Support provides integrated support across Academic Affairs (50%) and the Mon ValleyLaunchBox(50%) at Penn State Greater Allegheny. This role blendsadministrative operationssupport, program coordination,marketing andpromotiontoadvance academic initiatives and entrepreneurial programming.

The position plays a central role in coordinating events, workshops, and campus/community-facing programs, while also ensuring efficient office operations. The coordinator serves as a key point of contact for faculty, staff, students, and community partners and is responsible for delivering high-quality, well-organized events and initiatives.

KEY RESPONSIBILITIES

Academic AffairsOffice Support

• Serve as primary front-line contact for Academic Affairs; manage office communications, inquiries, and visitor engagement.
• Support academic events, including meetings, faculty programs, and special initiatives.
• Schedule calendars, classrooms, and meetings; prepare agendas, materials, and minutes.
• Draft, proofread, and format correspondence, reports, and event materials.
• Maintain records, databases, and files; perform data entry and reporting.
• Support planning and execution of academic programs and special events.
• Maintain office operations (supplies, equipment, facilities requests).
• Provide guidance on procedures and may assist in supervising student staff supporting events and office functions.

LaunchBoxOffice Support&ProgramCoordination

• Plan, coordinate, and execute entrepreneurial events and programming, including workshops, competitions, and Startup Week activities,under theguidance and direction ofthe Directorof Internships and Community Engagement.
• Support delivery ofyear-round programs(in-person and virtual),andcohort-based initiatives.
• Manage scheduling, logistics, and on-site coordinationand receptionschedulesforLaunchBoxevents and space usageat theLaunchboxsite
• Performdata entry and reporting,including trainingand useof theSalesforceplatform,allto helpmonitorprogram effectiveness and gather feedback for continuous improvementand reporting, as required.
• Ensure theLaunchBoxspace is event-ready, organized,safe,secure, andwelcomingfor co-workingclients, newbusinesses andprograms
• Work withDirector ofInternships andCommunity Engagementand City ofMcKeesport,as needed,toprovidenecessarygovernmental requirementsand reports.
• Support organizationsand individualsthatrequest useoftheLaunchBoxspace for programmingandrent, serving as a point of contact and ensuring logistics run smoothly.
• Collaborate with the Directorof Internships and CommunityEngagementto monitor and evaluate program outcomes and contribute to reports that support continuous improvementas required bythe Invent Penn Stateprogram, theCommonwealth ofPennsylvania,andcampusrequirements
• With DirectorofInternships and Community Engagement,attendquarterlymeetings withInvent PennState andwith otherLaunchboxprogrammingprovided byother campuses, asrequired

Financial, Payroll, and Data Management

• Track budgets, expenses, invoices, and payments across Academic Affairs andthe Mon ValleyLaunchBox
• Process reimbursements, purchasing requests, and financial documentation,includingLaunchboxclientrentalfeesandCityofMcKeesportleasepayments
• Support payroll and HR-related administrative processes.
• Maintain event, program, and operational data, including participation metrics,DCEDsurveys andInvent Penn State casestudies,asrequired
• Compile and prepare reports for leadership, stakeholders, and grant requirements.
• Assist with grant tracking, compliance, and documentation.

LaunchboxMarketing& Event Promotion

• Create marketing materials (e.g., flyers, social media posts, newsletters) to highlightLaunchBoxprogrammingunder the guidance oftheDirector of Internships and Community Engagement,asrequired,and InventPennState, as needed.
• Assist with event promotion and community visibility in collaboration with campus marketing staff and the Director of Internships and Community Engagement.
• Update websites and event listings.

Stakeholder & Community Engagement

• Help align programming with community and workforce needsincollaborationwithDirectorof Internships and Community Engagementin serving asliaison among campus departments, entrepreneurs, and community partners.
• Support outreach and engagement through events and networking opportunities.