Department Head Assistant - College of Engineering, Department of Aerospace Engineering

POSITION SPECIFICS

The Department of Aerospace Engineering within the College of Engineering is seeking an Administrative Assistant – Senior Support with excellent interpersonal and organizational skills. This position will provide administrative support to Aerospace Engineering’s Department Head.

• Administrative support for faculty affairs, including preparing dossiers for promotion and tenure, tracking the required schedule of reviews, and maintaining appropriate records.
• Administration of development and alumni relations as directed by the department head, including ensuring a regular cycle of correspondence with donors and alumni, drafting letters to them, and organizing visits and events.
• Administration of communications and marketing as directed by the department head, including initiating and tracking writing of articles, monitoring the department website for current, appropriate content, and ensuring the department maintains current marketing materials.
• Administrative support for the department Industrial and Professional Advisory Committee (IPAC), including scheduling and arranging their formal‑annual and informal meetings, and maintaining appropriate records.
• Administrative support for faculty governance including election of faculty committees, tracking and supporting their meetings, and ensuring proper documentation.
• Organize department events, visits, and faculty interviews; coordinate travel logistics, reserve spaces, arrange catering, develop itineraries, prepare materials, and ensure appropriate on‑site support is provided.
• Directly or by supervising student workers, ensure department reception during business hours, greeting and helping visitors, faculty, staff and student inquiries by responding and directing accordingly.
• Directly or by supervising student workers, maintain department headquarters as a resource for faculty and staff, including monitoring and ordering inventory of office and instructional supplies.
• Serve as central point of contact for concerns with facilities for department faculty, staff and students, ensuring concerns are directed as appropriate.
• Maintain department calendars, including scheduling and coordinating meetings and events for the Department Head.
• Monitor and approve financial documents and transactions in Penn State systems and act as a department initiator (SIMBA, Work Day, Work Lion, SIMS, Service Now).

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.

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

Certifications:

None.

• Ability to work in a fast‑paced, confidential environment.
• Ability to responsibly handle confidential and sensitive information.
• Dedication to and understanding of the skills required to build relationships with diverse communities.
• Understanding of Microsoft Applications.
• Demonstrated commitment to diversity, equity, inclusion, and belonging.
• Strong organizational skills and attention to detail.
• Exemplary interpersonal and communication skills.
• Proven ability to self‑motivate and work both independently and as part of a team.
• Commitment to professional development, learning, and being mentored.

The salary range for this position, including all possible grades, is $42,100.00 - $61,000.00.

Salary Structure - Information on Penn State’s salary structure.

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. A generous 75% tuition discount is available to employees as well as eligible spouses and children. For more detailed information, please visit the Benefits Page.

Employment with the University will require successful…