The Academic Affairs & LaunchBox Administrative and Program Support provides integrated support across Academic Affairs (50%) and the Mon Valley LaunchBox (50%) at Penn State Greater Allegheny. This role blends administrative operations support, program coordination, marketing and promotion to advance 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 Affairs Office 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. 

LaunchBox Office Support & Program Coordination

• Plan, coordinate, and execute entrepreneurial events and programming, including workshops, competitions, and Startup Week activities, under the guidance and direction of the Director of Internships and Community Engagement.  
• Support delivery of year-round programs (in-person and virtual), and cohort-based initiatives.
• Manage scheduling, logistics, and on-site coordination and reception schedules for LaunchBox events and space usage at the Launchbox site. 
• Perform data entry and reporting, including training and use of the Salesforce platform, all to help monitor program effectiveness and gather feedback for continuous improvement and reporting, as required. 
• Ensure the LaunchBox space is event-ready, organized, safe, secure, and welcoming for co-working clients, new businesses and programs. 
• Work with Director of Internships and Community Engagement and City of McKeesport, as needed, to provide necessary governmental requirements and reports. 
• Support organizations and individuals that request use of the LaunchBox space for programming and rent, serving as a point of contact and ensuring logistics run smoothly. 
• Collaborate with the Director of Internships and Community Engagement to monitor and evaluate program outcomes and contribute to reports that support continuous improvement as required by the Invent Penn State program, the Commonwealth of Pennsylvania, and campus requirements. 
• With Director of Internships and Community Engagement, attend quarterly meetings with Invent Penn State and with other Launchbox programming provided by other campuses, as required. 

Financial, Payroll, and Data Management

• Track budgets, expenses, invoices, and payments across Academic Affairs and the Mon Valley LaunchBox. 
• Process reimbursements, purchasing requests, and financial documentation, including Launchbox client rental fees and City of McKeesport lease payments. 
• Support payroll and HR-related administrative processes. 
• Maintain event, program, and operational data, including participation metrics, DCED surveys and Invent Penn State case studies, as required. 
• Compile and prepare reports for leadership, stakeholders, and grant requirements. 
• Assist with grant tracking, compliance, and documentation. 

Launchbox Marketing & Event Promotion

• Create marketing materials (e.g., flyers, social media posts, newsletters) to highlight LaunchBox programming under the guidance of the Director of Internships and Community Engagement, as required, and Invent Penn State, 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 needs in collaboration with Director of Internships and Community Engagement in serving as liaison among campus departments, entrepreneurs, and community partners. 
• Support outreach and engagement through events and networking opportunities.