Administrative Assistant - Dean's Office, College of IST

Penn State University•University Park, IL

1d•$40,608 - $58,836•Hybrid

About The Position

The College of Information Sciences and Technology is seeking an Administrative Assistant at the Intermediate Support level to provide day-to-day administrative and operational support for the dean’s office. Duties include assisting visitors, preparing documents and reports, scheduling meetings and reserving space, coordinating calendars, and managing general office needs. The position reports directly to the Dean’s Office Supervisor, and confidentiality is essential because the office handles sensitive matters. The role supports college committees, faculty affairs, hiring, elections, awards, events, financial and operational activities, and office workflows. It also provides backup calendar and meeting support for college leadership and backup coverage for the dean’s office supervisor and receptionist during absences or peak periods. This position offers a hybrid work schedule and requires regular on-site presence at the University Park location, with multiple in-office days each week. Applicants must submit a cover letter and resume. Employment is contingent on successful completion of required background checks. Penn State does not sponsor staff employment visas; applicants must be authorized to work in the United States.

Requirements

High school diploma or GED and at least 2 years of relevant experience; relevant education may be accepted in lieu of experience.
Strong organizational skills, exceptional attention to detail, and follow-through.
Ability to adapt to changing priorities, evolving responsibilities, and organizational growth.
Ability to work collaboratively while independently handling assigned work.
Ability to establish and maintain effective working relationships with faculty, staff, students, and university partners.
Excellent interpersonal and communication skills.
Ability to work effectively with confidential information.
Advanced skills in Microsoft Office, including Word, Excel, and SharePoint.
Applicants must be authorized to work in the United States; Penn State does not sponsor staff employment visas.
Successful completion of background check(s) in accordance with University policies.
Applicants are required to upload a cover letter and resume.

Nice To Haves

Willingness to embrace new opportunities and challenges.

Responsibilities

Coordinate hiring processes for some college wage payroll employees, including paperwork, onboarding steps, and timelines.
Provide administrative support to college-level committees, including scheduling meetings, preparing agendas and materials, taking notes, tracking action items, and supporting follow-up.
Manage faculty committee elections by coordinating nominations, overseeing voting, tracking results, and communicating outcomes to faculty leadership.
Manage administrative aspects of faculty and staff award nominations, including timelines, nomination packets, the awards website, and event logistics in collaboration with the Events team.
Lead planning and execution for several dean’s office-sponsored events and support or coordinate other events as needed.
Support financial and operational activities, including travel, reimbursements, purchasing, and budget-related processes; advise faculty and staff on applicable college and university procedures.
Coordinate purchasing requests through PSU Buy.
Support the dean’s office supervisor with faculty affairs processes, including promotion and tenure documentation, faculty searches, and other faculty-related workflows.
Support the Faculty Mentor process and assignments for new faculty, and coordinate meetings for peer groups.
Provide backup calendar and meeting support for the dean, associate deans, and Chief of Staff when needed.
Review administrative guidelines and dean’s office web pages, serve as a first point of contact for questions and updates, and route requests.
Build, manage, and improve dean’s office workflows and tracking systems powered by Smartsheet, keeping processes current and effective.
Provide backup coverage for the dean’s office supervisor and receptionist during absences or peak periods.
Greet and assist visitors, prepare documents and reports, schedule meetings and reserve space, coordinate calendars, and manage general office needs.