Administrative Assistant, Associate Dean of Undergraduate and Graduate Studies

Overview

An Administrative Assistant is being sought to support the Associate Dean of Undergraduate and Graduate Studies in the College of Education and ensure smooth functioning of their busy office.

Collaboration is vital in this role as the Administrative Assistant will work with numerous individuals across and outside of Penn State to complete these core responsibilities: administrative support to the Associate Dean, strategic planning assistance, curriculum proposal administration, academic integrity coordination, Graduate School policy interpretation, and event management.

• Supporting the Associate Dean
  • Manage the Associate Dean's calendar, meetings, travel, and professional association roles. Assist with special projects, research, presentations, and documentation. Handle correspondence and reports, data collection, and meeting minutes.
• Strategic Planning Assistance
  • Assist with strategic planning processes, accreditation reports, and committee coordination. Provide input on strategic plans and long-term initiatives, identify growth opportunities, and recommend process improvements (using data-driven assessments). Manage the operational budget and approve budget transactions.
• Curriculum Proposal Administration
  • Review and track curriculum proposals for the College of Education. Communicate with departments, manage the proposal workflow, and liaise with the Faculty Senate sub-committee on Curricular Affairs.
• Academic Integrity Coordination
  • Guide faculty on academic integrity policies, collect incident reports, and liaise with the Office of Student Conduct. Arrange logistics for meetings and distribute case adjudication letters.
• Graduate School Policy Interpretation
  • Interpret and align college policies with Graduate School policies. Serve as the main administrative contact, coordinate graduate affairs meetings, and manage fellowship and award nominations.
• Event Management
  • Plan and manage college events, oversee event staff and vendors, develop marketing materials, and assess event effectiveness. Coordinate commencement for the college. Engage with donors, alumni, and government officials.

The Administrative Assistant will also supervise several part-time employees working within the Dean's Office in the College of Education. This will include training and mentoring, along with evaluating and directing their work.

To complete the above responsibilities, the Administrative Assistant will utilize leadership, time management, and organizational skills and a high level of professionalism and discretion.

After training, the Administrative Assistant will also work with various software including Microsoft Office 365, as well as the following which are specific to Penn State:

• LionPATH (Penn State's student information system)
• Graduate Admissions Decision System (GRADS)
• Graduate Resources & Instruction Management System (GRIMS)

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to generous vacation time, sick time, paid holidays, and 75% tuition discounts (including for a spouse and dependent children up to the age of 26). Please visit the following for more detailed information: 1000 Penn State HR benefits page (text only).

This position will be filled at the level of Senior Support, which requires a minimum of an Associate Degree and four years of relevant experience, or an equivalent combination of education and experience.

• Demonstrated ability to take initiative, be detail-oriented, and respond to changing priorities
• Excellent verbal and written communication and interpersonal skills
• Ability and willingness to learn job-related software

The College of Education is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual…