Administrative Assistant for Operations

The Pennsylvania State University•University Park, FL

10d•Hybrid

About The Position

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. 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.

Requirements

Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Strong organizational skills
Excellent communication skills
Critical thinking skills
Ability to maintain confidentiality
Keen desire to improve organizational processes and support the success of others
Ability to work across departments
Consistently strive for excellence in customer service
Demonstrate a genuine appreciation for working with diverse audiences
Must be authorized to work in the U.S.

Nice To Haves

Familiarity with human resources information systems
Familiarity with financial systems
Familiarity with access control systems
Familiarity with Office 365 applications
Familiarity with SharePoint
Familiarity with records management

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.