Administrative Assistant

Penn State University • University Park, IL

9d • $42,100 - $61,000 • Onsite

About The Position

The Pennsylvania State University College of Engineering Dean’s Office invites applications for the position of Administrative Assistant to support the executive leadership team. Supporting the Associate Dean for Education, this role serves as a key liaison among faculty, staff, administrators, and central offices, ensuring efficient operations, policy compliance, and effective communication.

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Excellent written and verbal communication, customer service, and interpersonal skills.
• Ability to manage multiple priorities, meet overlapping deadlines, and work both independently and collaboratively.
• High level of accuracy, professionalism, and discretion.
• Proficiency with Microsoft Office 365 applications.
• Working knowledge of Penn State financial, HR, and administrative systems.
• Familiarity with university policies, procedures, and higher education administrative environments.
• Applicants must be authorized to work in the U.S.

Nice To Haves

• This position will be filled at the Administrative Assistant - Senior Support level.
• Successful candidate is preferred to have: Excellent written and verbal communication, customer service, and interpersonal skills.
• Ability to manage multiple priorities, meet overlapping deadlines, and work both independently and collaboratively.
• High level of accuracy, professionalism, and discretion.
• Proficiency with Microsoft Office 365 applications.
• Working knowledge of Penn State financial, HR, and administrative systems.
• Familiarity with university policies, procedures, and higher education administrative environments.

Responsibilities

• Serve as a first point of contact at the Dean’s office, managing phone and walk-in inquiries with professionalism and care.
• Provide comprehensive administrative support to academic leadership, including calendar management, meeting coordination, document management, and communications.
• Manage operational activities and office procedures to support academic programs and administrative units.
• Maintain records, Teams sites, and shared resources to ensure accessibility and accuracy.
• Manage and support large-scale academic events and initiatives such as commencement and accreditation.
• Collect and organize necessary documentation such as receipts, travel information, and related materials to submit to the appropriate financial hubs for processing.
• Serve as a liaison between the research office and the financial hubs at both the college and university levels.
• Prepare and analyze faculty accounts, including start-up, RIF, gift funds, chairs, and endowments.
• Provide backup support to the Administrative Managers for budget-related functions and processes.
• Pull data in preparation for budget meetings.
• Manage labor distributions.
• Monitor and approve financial documents and transactions in Penn State systems and act as a department initiator.

Benefits

• comprehensive medical, dental, and vision coverage
• robust retirement plans
• substantial paid time off which includes holidays, vacation and sick time
• 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