Administrative Assistant - Dean's Office, College of IST

The Pennsylvania State University•University Park, FL

6d•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. Because the office handles sensitive matters, confidentiality is essential. The role supports college committees, faculty and staff award processes, elections, hiring, events, financial and operational activities, and faculty affairs workflows. It also maintains administrative guidance and web pages, builds and improves Smartsheet-powered workflows and tracking systems, and provides backup support to the dean’s office supervisor and receptionist. The work arrangement is hybrid, with regular on-site presence at the University Park location and multiple in-office days each week.

Requirements

High school diploma or General Equivalency Diploma (GED); relevant education may be accepted in lieu of experience.
At least 2 years of relevant experience; relevant education 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 managing 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, such as Word, Excel, and SharePoint.
Applicants must be authorized to work in the United States; Penn State does not sponsor or assume sponsorship of staff employment visas.
Successful completion of required background checks.

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 tasks.
Manage elections to faculty committees by coordinating nominations, overseeing voting, tracking results, and communicating outcomes to faculty leadership.
Manage administrative aspects of IST 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 of several dean’s office-sponsored events and support or coordinate other events as needed.
Support selected financial and operational activities, including travel, reimbursements, purchasing, and budget-related processes, and advise faculty and staff on related 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 related peer-group meetings.
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, serving as the first point of contact for questions, updates, and routing requests.
Build, manage, and improve dean’s office workflows and tracking systems powered by Smartsheet, keeping processes current and effective.
Serve as backup to the dean’s office supervisor and receptionist during absences or peak periods.
Greet and assist visitors, prepare documents and reports, schedule meetings, reserve space, coordinate calendars, and manage general office needs.