Administrative Assistant Operations

POSITION SPECIFICS

The Dean’s Office in the College of Health and Human Development is seeking an Administrative Assistant to perform a wide variety of complex administrative functions in support of the college’s Operations. The Administrative Assistant will work closely with various levels of staff and faculty.

LOCATION

This position will operate under a hybrid schedule, offering a flexible work arrangement that combines remote and on-campus work. Weekly on campus is required at the University Park campus in State College, PA. Questions related to the flexible work arrangement should be directed to the hiring manager during the interview process.

RESPONSIBILITIES

• Serves as the Parking Chair for the college, overseeing the management of parking permits for faculty and staff, maintaining records, and serving as the liaison to the Parking Office.
• Serves as the Local Access Coordinator for the Dean’s Office, managing the distribution of keys and building access for Dean’s Office employees.
• Manages the approval of conference room requests for specific conference rooms overseen by the Dean’s Office and coordinates with the Facilities team to accommodate room set-up requests.
• Provides high-level administrative support for the Assistant Dean for Operations, including scheduling meetings and calendar activities, providing comprehensive reporting in support of special projects, etc.
• Provides scheduling support for other central administrative functions within the college, including coordinating schedules and itineraries for candidate interviews.
• Serve as the budget administrator for college operations, including financial approvals, Labor Distribution, etc.
• Enters Work Orders for OPP maintenance requests for the Dean’s Office.
• Creates profiles on the HHD website for new employees and removes outdated profiles. Coordinates with HR and other units to keep the faculty/staff directory updated.
• Assists with the shared administrative responsibilities of the Dean’s Office administrative team, including monitoring the main phone line and HHD email account, taking monthly inventory and re-stocking supplies, and updating the Dean’s Office phone directory and listserv.
• Supports the college’s internal communication processes and technologies.
• Serves as the college’s Records Management Liaison.

QUALIFICAITONS

• Familiarity with human resources information systems, financial systems, access control systems, Office 365 applications, SharePoint, and records management is preferred.
• The successful candidate should have strong organizational skills, excellent communication skills, critical thinking skills, the ability to maintain confidentiality, and a keen desire to improve organizational processes and support the success of others.
• Candidates should also be able to work across departments, consistently strive for excellence in customer service, and demonstrate a genuine appreciation for working with diverse audiences.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

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

Required

Certifications:

None

APPLICATION MATERIALS

For full consideration, applicants must include a cover letter and resume with their application.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $44,628.00 - $64,668.00.

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. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

For…