Administrative Assistant to the Chancellor

Penn State University • Philadelphia, PA

1d • $51,000 - $74,000 • Onsite

About The Position

The Penn State Schuylkill campus invites applications for the Administrative Assistant to the Chancellor position. This full-time position provides primary administrative support to the Chancellor. It manages and oversees the daily activities of the office, works closely with the campus’ Advisory Board, faculty, staff, and donors, serves as liaison with internal and external constituents including other University departments, students, and manages student interns, ensuring schedules are maintained and deadlines are met. This position oversees multiple projects undertaken by the Chancellor and performs confidential administrative duties and handles all responsibilities in the absence of the Chancellor.

Requirements

• Excellent writing, interpersonal and organizational skills are a necessity to success in this role.
• Candidates for consideration must submit a cover letter and a resume.
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Employment with the University will require successful completion of background check(s) in accordance with University policies.
• Applicants must be authorized to work in the U.S.

Responsibilities

• Providing high level support to Chancellor, managing daily activities and operations of the Chancellors office.
• Assisting the Chancellor in coordinating and completing projects and reports.
• Managing activities and operations of the Chancellors office including the Chancellor’s calendar, which requires ability to prioritize.
• Planning, coordinating, overseeing, and hosting meetings and events for Chancellor such as Advisory Board, Executive Committee meetings, University Park visits, regional meetings, University Park Faculty Senate visits, searches.
• Coordinating Chancellor Chats, Town Hall and All Campus Day meetings.
• Serving as liaison for Chancellor to Vice President of Commonwealth Campuses Office, Campus Faculty Senate and the Campus Staff Advisory Council.
• Preparing emails and campus communications on behalf of the chancellor.
• Providing administrative support for Chancellor's Council and acts as liaison between campus leadership and the Chancellor.
• Fielding any requests to resolve issues that do not require the Chancellor’s attention.
• Overseeing and monitoring confidential administrative information and duties, personnel issues, salary and budget information and serves as budget administrator to approve expenditures.
• Serving as Chancellor office representative for Commencement Planning including selection of the commencement speaker and student marshal.
• Supervising 1-2 student interns.
• Supporting various campus recruitment searches.
• Handling Chancellors travel arrangements and travel reimbursements in CONCUR.
• Managing direct relationships with our advisory board members as well as the 8 external boards on which the chancellor serves.
• Drafting agendas, preparing bios, creating bullet points/PowerPoints, and writing reminders for chancellor's meetings.
• Analyzing information for special projects and reports, draft speeches, handbooks, newsletters, articles, conference materials, etc.
• Leading the coordination of functions such as seminars, workshops, and banquets, including travel, lodging, meals, etc.
• Working closely with the Faculty Affairs Coordinator to make sure all academic deadlines are met.

Benefits

• comprehensive medical, dental, and vision coverage
• robust retirement plans
• substantial paid time off which includes holidays, vacation and sick time
• 75% tuition discount, available to employees as well as eligible spouses and children

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree