Administrative Assistant Associate Dean of Access, Equity, and Inclusion

POSITION SPECIFICS

The Pennsylvania State University is seeking an Administrative Assistant for the Associate Dean of Access, Equity, and Inclusion. The Administrative Assistant reports directly to the Associate Dean and is responsible for managing and coordinating daily operations, while providing high-level administrative and financial support. Due to the sensitive nature of some issues handled in the Dean's suite, confidentiality is essential. This position is integral to advancing the College of Education’s mission of inclusive excellence by supporting the Associate Dean’s Office in the development, implementation, and coordination of equity-centered initiatives, programs, and activities for faculty, staff, and students.

The Administrative Assistant will also provide administrative, operational, and programmatic support for the Office of Education and Social Equity (OESE). Additional information on the key College and University initiatives this position will support is highlighted below.

• Executive and Leadership Support:
  Manage the calendars and task lists of the Associate Dean. Manage conference travel and budget for the Associate Dean and OESE staff. Analyze information for special projects and reports, drafting handbooks, newsletters, and other materials.
• Office Operations and Administration:
  Oversee daily office operations, establish priorities, coordinate workflows, ensure deadlines are met, and develop procedures that support efficient and effective administration of the office and affiliated units. Develop, maintain, and safeguard confidential records, databases, mailing lists, and electronic communication systems to support effective office operations and information management. Provide support in ensuring adherence to College and University policies and procedures.
  
  Respond to student inquiries and assist with student-related matters.
• Financial Management and Budget Administration:
  Review and approve financial transactions within established guidelines. Assist in the preparation of short- and long-range budget plans. Support the management of general, restricted, and grant-funded accounts by monitoring expenditures, processing reconciliations, maintaining financial records, and assisting with budget reporting.
• Human Resources and Personnel Support:
  Provide administrative support for employee onboarding, offboarding, appointments, and Workday transactions. Support OESE staff with work-study assignments.
• Committee and Governance Support:
  Coordinate committee meetings and ensure all associated materials are prepared and distributed in a timely manner, and handle all related communications promptly.
• Event and Program Support:
  Coordinate events, special projects, and programs such as seminars, workshops, and banquets. Provide administrative and programmatic support for student-focused initiatives, events, and activities, serving as a resource to students and families while ensuring a positive and responsive experience. Gather related receipts and prepare expense reconciliation documents associated with programs and events.
• The Administrative Assistant is also expected to handle student and faculty matters with confidentiality, foster and maintain an inclusive environment, and work collaboratively with administrative assistants in the dean’s suite. This position will also acquire and demonstrate knowledge of university policies, procedures, and systems related to student and academic affairs.

• Demonstrated experience managing complex calendars, coordinating meetings, and balancing multiple priorities in a fast-paced environment
• Experience managing financial transactions, processing reconciliations, and maintaining accurate financial records
• Effective verbal and written communication skills
• Exceptional interpersonal skills with the ability to communicate professionally and collaborate with stakeholders across all organizational levels
• Excellent organizational and project management abilities with experience coordinating multiple concurrent activities while meeting established deadlines
• Demonstrated initiative, sound judgment, and the ability to work independently with minimal supervision
• Demonstrated analytical and problem-solving skills with experience improving processes and implementing solutions
• Outstanding attention to detail and accuracy, with proven ability to prioritize work and consistently produce error-free deliverables
• Experience providing administrative support to senior leaders, including deans, academic administrators, executives, and other high-level officials, is preferred.

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

Certifications:

None.

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.…