Administrative Assistant, Department of Art History

The Pennsylvania State University • University Park, FL

13h • Hybrid

About The Position

The Department of Art History in the College of Arts and Architecture is seeking an Administrative Assistant to provide leadership and oversight for departmental administrative, academic, human resources, and student-support functions. The Administrative Assistant will report directly to the department head and serve as a key resource for faculty, staff, and students, ensuring efficient operations, compliance with university policies, and effective management of departmental programs.

Requirements

• Demonstrated ability to manage complex administrative processes in a professional environment
• Excellent organizational and attention to detail skills
• Effective written and verbal communication skills
• Outstanding interpersonal and collaborative problem-solving skills, with the ability to work independently and collaboratively
• Driven to provide excellent support; inclusive and respectful when working with others
• Proven ability to maintain confidentiality and exercise sound judgment with sensitive information
• Ability to prioritize competing demands, manage multiple tasks, and adapt to changing needs
• Commitment to continuous improvement, innovation, and fostering a positive workplace culture
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Proficiency using Workday, LionPATH, 25Live Optimizer, eSteward, SAP Concur, SIMBA, shared document platforms, or web-based tools used to support academic or personnel operations
• Experience in higher education, academic administration, human resources coordination, student services, or office management
• Familiarity with university systems and processes such as faculty affairs, student records, budget tracking, and event coordination
• Experience supporting multiple stakeholders in a complex organizational environment
• Demonstrated ability to improve or streamline administrative processes

Responsibilities

• Oversee departmental operations, office management, and administrative processes.
• Provide calendar management support to the department head, including scheduling and prioritizing appointments, coordinating meeting logistics, and resolving scheduling conflicts.
• Coordinate human resources activities, including faculty and staff hiring, onboarding, employee relations, international employment matters, and confidential personnel processes.
• Administer admissions and enrollment management for the graduate student program, including degree progress tracking, graduation certification, and student support services.
• Support undergraduate academic programs through policy review, graduation certification, student petitions, and academic planning.
• Support faculty affairs processes, including promotion and tenure, sabbaticals, faculty searches, and evaluations.
• Support the department by initiating expense reports and human resources related forms as part of routine administrative processes - including scholarship, endowment, and gift administration.
• Coordinate course scheduling, enrollment management, and academic records processes.
• Supervise student employees and foster a professional and collaborative work environment.
• Collaborate on departmental communications, website updates, events, recruitment activities, newsletters, and stakeholder engagement efforts.
• Collaborate with university offices to ensure compliance, operational effectiveness, and achievement of departmental goals.

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