Administrative Assistant

Administrative Assistant

The Pennsylvania State University College of Engineering Dean's Office invites applications for the position of Administrative Assistant to support the executive leadership team. Supporting the Associate Dean for Education, this role serves as a key liaison among faculty, staff, administrators, and central offices, ensuring efficient operations, policy compliance, and effective communication.

Responsibilities include:

• Serving as a first point of contact at the Dean's office, managing phone and walk-in inquiries with professionalism and care.
• Providing comprehensive administrative support to academic leadership, including calendar management, meeting coordination, document management, and communications.
• Managing operational activities and office procedures to support academic programs and administrative units.
• Maintaining records, Teams sites, and shared resources to ensure accessibility and accuracy.
• Managing and supporting large-scale academic events and initiatives such as commencement and accreditation.
• Collecting and organizing necessary documentation such as receipts, travel information, and related materials to submit to the appropriate financial hubs for processing.
• Serving as a liaison between the research office and the financial hubs at both the college and university levels.
• Preparing and analyzing faculty accounts, including start-up, RIF, gift funds, chairs, and endowments.
• Providing backup support to the Administrative Managers for budget-related functions and processes.
• Pulling data in preparation for budget meetings.
• Managing labor distributions.
• Monitoring and approving financial documents and transactions in Penn State systems and acting as a department initiator.

Minimum Education , Work Experience & Required

Certifications:

Associate Degree and 4+ years of relevant experience; or an equivalent combination of education and experience accepted. Required

Certifications:

None.

This position will be filled at the Administrative Assistant - Senior Support level.

Successful candidate is preferred to have:

• Excellent written and verbal communication, customer service, and interpersonal skills.
• Ability to manage multiple priorities, meet overlapping deadlines, and work both independently and collaboratively.
• High level of accuracy, professionalism, and discretion.
• Proficiency with Microsoft Office 365 applications.
• Working knowledge of Penn State financial, HR, and administrative systems.
• Familiarity with university policies, procedures, and higher education administrative environments.

How to apply:

To be considered, candidates must submit a cover letter and resume.

Given the operational nature of this position, this employee will be expected to follow Penn State's standard 40-hour work schedule from 8:00 a.m.

- 5:00 p.m., Monday through Friday, with very limited remote work available.

Salary & Benefits:

The salary range for this position, including all possible grades, is $42,100.00 - $61,000.00. Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

For more detailed information, please visit our Benefits Page.