Administrative Assistant

The Pennsylvania State University • University Park, FL

9h

About The Position

The Department of Engineering Science and Mechanics (ESM) in the College of Engineering is seeking a highly organized and detail-oriented Administrative Assistant to support departmental operations. This position plays a critical role in coordinating administrative activities across human resources, facilities, and financial functions while fostering engagement within departmental, college, and university communities. This position works with self-guidance and little oversight while solving, often complex and confidential issues independently. Key responsibilities include, but are not limited to: Work cohesively and collaboratively with department and college faculty, staff, and administrators. Serve as the department parking chair. Complete the annual space survey in collaboration with the facilities coordinator. Monitor Penn State policy changes and updates, disseminate information to faculty/staff, and update department policy as needed. Implement and enforce policy changes as necessary. Submit job requisitions in Workday for non-tenure, full-time faculty positions. May interview, train, and direct the work of Federal Work Study hires. Prepare various budget reports for the department head, the administrative manager, and the faculty. Prepare and analyze faculty accounts, including start-up, RIF, gift funds, chairs, and endowments. Assist with various grant management functions in collaboration with the administrative coordinator, department proposal and award generalist/college research team. Manage labor distributions. Monitor and approve financial documents and transactions in Penn State systems and act as a department initiator (SIMBA, WorkDay, WorkLion, SIMS, ServiceNow). Review, validate, and approve graduate stipend cost collectors and appointments. May perform non-routine and confidential administrative duties, as well as other duties as assigned by the head of the department and the administrative manager. Serve as a backup to the administrative manager when necessary

Requirements

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

Nice To Haves

• Familiarity of Penn State policies and procedures, along with experience in Microsoft O365 Suite (i.e. Outlook, Word, Excel, etc.), SIMBA, SIMS, and WorkLion/Workday, is desired

Responsibilities

• Work cohesively and collaboratively with department and college faculty, staff, and administrators.
• Serve as the department parking chair.
• Complete the annual space survey in collaboration with the facilities coordinator.
• Monitor Penn State policy changes and updates, disseminate information to faculty/staff, and update department policy as needed.
• Implement and enforce policy changes as necessary.
• Submit job requisitions in Workday for non-tenure, full-time faculty positions.
• May interview, train, and direct the work of Federal Work Study hires.
• Prepare various budget reports for the department head, the administrative manager, and the faculty.
• Prepare and analyze faculty accounts, including start-up, RIF, gift funds, chairs, and endowments.
• Assist with various grant management functions in collaboration with the administrative coordinator, department proposal and award generalist/college research team.
• Manage labor distributions.
• Monitor and approve financial documents and transactions in Penn State systems and act as a department initiator (SIMBA, WorkDay, WorkLion, SIMS, ServiceNow).
• Review, validate, and approve graduate stipend cost collectors and appointments.
• May perform non-routine and confidential administrative duties, as well as other duties as assigned by the head of the department and the administrative manager.
• Serve as a backup to the administrative manager when necessary

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees