Administrative Assistant (Faculty Affairs Coordinator), College of Education

Penn State University•University Park, PA

56d

About The Position

The Department of Educational Psychology, Counseling, and Special Education (EPCSE) in the College of Education is seeking an Administrative Assistant to join our team and serve as a faculty affairs coordinator. This position will be responsible for assisting faculty with a wide variety of tasks and activities to help ensure the department runs smoothly. Working with confidential information, the Administrative Assistant will utilize adaptability skills and a high level of professionalism and discretion to complete this position's responsibilities, which include but are not limited to: Play a key role in the promotion and tenure process for the department: assist tenure and non-tenure faculty in the submission of their promotion materials, ensuring they align with university, college, and department guidelines. Serve as the resource person to the promotion and tenure candidates and EPCSE promotion and tenure committee. Maintain and assign SEEQs (student educational experience questionnaire) for all faculty within EPCSE. Collect and submit sabbatical/leave applications, graduate faculty nominations, and requests for professional activities outside of Penn State (regarding Penn State's AC80 policy). Work with the Office of International Programs for applicable paperwork regarding visiting scholars. Maintain the calendar and send correspondence on behalf of the department head. Handle all aspects of faculty, part-time adjuncts, and postdoctoral hires: job descriptions, set up interviews, create agendas, and assist with onboarding tasks. Oversee materials for annual faculty performance evaluations, maintain tracking, and coordinate the schedule of evaluations. Maintain records of professor data: contractual supplemental payments, course releases, grants, sabbaticals, and title changes. Collaborate on the completion of the Workload document regarding the necessary faculty information to meet college deadlines. The Administrative Assistant will also work with various software, including Microsoft Office 365, Zoom, and Workday, as well as the following which are specific to Penn State: WorkLion (a collection of general HR information and resources, along with an inquiry system) LionPATH (student information system) FAIS (Activity Insight; related to faculty activity reports)

Requirements

Ability to work fluidly with teams of varying sizes
Excellent verbal and written communication and interpersonal skills
Demonstrated ability to craft professional correspondence and effectively present complex information to those in a leadership role
Driven to provide excellent customer service
Demonstrated ability to stay organized with high attention to detail and accuracy while managing multiple concurrent complex projects with competing deadlines
Willingness and ability to learn job-related software
At least four years of experience providing administrative assistance in an academic or office setting is required.
Applicants must have experience interpreting and assisting others with understanding complex policies and procedures.
Advanced proficiency with HRIS/database management platforms is required (experience with Workday is highly preferred).

Nice To Haves

Work history that includes faculty affairs or academic personnel administration will be considered a plus.

Responsibilities

Play a key role in the promotion and tenure process for the department: assist tenure and non-tenure faculty in the submission of their promotion materials, ensuring they align with university, college, and department guidelines.
Serve as the resource person to the promotion and tenure candidates and EPCSE promotion and tenure committee.
Maintain and assign SEEQs (student educational experience questionnaire) for all faculty within EPCSE.
Collect and submit sabbatical/leave applications, graduate faculty nominations, and requests for professional activities outside of Penn State (regarding Penn State's AC80 policy).
Work with the Office of International Programs for applicable paperwork regarding visiting scholars.
Maintain the calendar and send correspondence on behalf of the department head.
Handle all aspects of faculty, part-time adjuncts, and postdoctoral hires: job descriptions, set up interviews, create agendas, and assist with onboarding tasks.
Oversee materials for annual faculty performance evaluations, maintain tracking, and coordinate the schedule of evaluations.
Maintain records of professor data: contractual supplemental payments, course releases, grants, sabbaticals, and title changes.
Collaborate on the completion of the Workload document regarding the necessary faculty information to meet college deadlines.

Benefits

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.

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