Administrative Specialist

Penn State University • University Park, IL

4d • Hybrid

About The Position

Penn State's Office of Faculty Affairs (OFA) is seeking applicants for the role of Administrative Specialist. This position will be filled at the Administrative Assistant to the Chancellor / Senior Academic Administrator - Senior Support level. The scope, complexity, and critical/sensitive nature of this position in the Office of the President and Provost requires a very high level of commitment to confidentiality and the capacity to work independently as well as collaboratively within the Office of Faculty Affairs. The complex and confidential administrative responsibilities of this role impact the entire University and are not specific to just one college or one campus. The position has a primary focus on managing the operational activities of the Office of Faculty Affairs including leading, coordinating, and communicating processes and programs. This position will provide direct administrative support to the Senior Vice Provost, the Executive Assistant, and the three Associate Vice Provosts for Faculty Affairs. The successful candidate will be a team-oriented professional who has demonstrated success in a fast-paced, deadline-sensitive environment and can maintain a high level of discretion.

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Excellent communication skills
• High proficiency using the Office 365 suite, particularly Microsoft Excel
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Proficiency in DocFinity, Workday, and SAP Concur is preferred.

Responsibilities

• Develop and maintain direct working relationships with senior University officials
• Resolve inquiries related to, and ensure compliance with, academic policies and procedures
• Recommend changes to policies and procedures
• Develop project work plans and project phases to ensure effective and efficient workflow
• Compose and edit correspondence, reports, publications, presentations and other documents
• Gather, compile, and analyze data for a variety of reports and publications and monitor their production
• Collaborate with other units and staff to implement events and evaluate their effectiveness
• Assist in implementing and monitoring the unit’s strategic plan
• Manage assigned projects
• Provide support to the Senior Vice Provost, the Executive Assistant, and Associate Vice Provosts for Faculty Affairs
• Overseeing faculty affairs processes, such as Visiting Scholars, sabbatical leave, non-tenure-line promotions, and faculty exit interviews among others.
• Trains and serves as the primary point of contact with administrative staff in all academic units, as well as interfaces regularly with partner offices including Penn State Global, Office of General Counsel, Workday, Human Resources, and the Senior Vice President for Research.
• May also support Executive Searches and programs offered by the Center for Faculty Development and Advancement.

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: Senior
• Education Level: Associate degree