Administrative Assistant

APPLICATION INSTRUCTIONS:

CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process . Please do not apply here, apply internally through Workday.

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 .Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants .POSITION SPECIFICSThe Harold and Inge Marcus Department of Industrial and Manufacturing Engineering in Penn State’s College of Engineering is seeking a highly motivated, detail-oriented, and organized Administrative Assistant to provide advanced administrative and operational support for departmental activities and operations.

This position will be filled at either the Intermediate or Senior Support level, depending on qualifications .This key role supports departmental leadership, faculty, staff, students, and visitors by coordinating and managing a wide range of complex administrative and operational processes. The successful candidate will demonstrate strong organizational skills, sound judgment, and the ability to manage multiple priorities in a dynamic academic environment while maintaining a high level of professionalism and reliability.

Some key responsibilities include, but are not limited to:

Serve as a departmental resource for procedural and system navigation; train and guide others informally on processes and use of systems

Develop and maintain resource documents and process guidelines

Serve as Budget Assistant approver role in University systems such as SIMBA, Workday, PSUBuy and SAP/Concur Prepare and analyze regular budget reports for various departmental funds

Assist with or lead special projects or data collection as needed

Coordinate and initiate a wide range of financial transactions (initiator role) by collecting, reviewing and preparing documentation for submission to the Finance OST Hubs (e.g. non-catalog purchase order requests, cash advance, p-card reconciliations, out-of-pocket reimbursements, journal entries, among others)
Coordinate and administer the lifecycle of postdoctoral scholar and professional track faculty hiring

Coordinate and manage all stages of visiting scholar and international visa cases

Lead and support all stages of wage payroll appointments

Assist with and at times, lead the planning and coordination of events

Provide general administrative support such as fleet car reservations, maintain departmental records retention, marketing support, conference space reservations, etc.

May supervise part-time staff or work study students

Serve as back-up to the Administrative Manager as necessaryMINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONSIf filled as Administrative Assistant
- Senior Support, this position requires:

Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience accepted

Required

Certifications:

None If filled as Administrative Assistant
- Intermediate Support, this position requires:

General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experience; or an equivalent combination of education and experience accepted

Required

Certifications:

None Preferred Quailications:

Strong attention to detail and organizational skills are essential, along with the ability to manage multiple priorities and deadlines effectively.

The ideal candidate will demonstrate professionalism while fostering a respectful and collaborative work environment.

Familiarity with Penn State policies and procedures is preferred. Proficiency with the Microsoft Office 365 suite (including Word, Excel, Outlook, and Teams), as well as experience with SIMBA, Work Lion, and Workday, is highly desirable.

For full consideration, applicants are encouraged to submit both…