Administrative Support Assistant - Meteorology and Atmospheric Science

Penn State University • University Park, IL

4d

About The Position

The Administrative Support Assistant (Senior Support) provides advanced administrative and operational support for the unit’s departmental operations, compliance activities, and academic administration. This position coordinates complex, deadline-driven processes related to grant funding oversight, international visitors, postdoctoral scholars, graduate funding, promotion and tenure, and departmental operations. The role supports a centralized financial model by emphasizing monitoring, guidance, and compliance rather than transactional processing. Responsibilities include, but are not limited to:

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Responsibilities

• Independently plan, organize, and coordinate administrative processes supporting departmental operations and compliance.
• Monitor and track department Teaching Assistant and graduate funding allocations, including research-supported graduate assistants; provide guidance to faculty and administrators on appropriate funding use and timelines.
• Serve as a resource to faculty, staff, and students regarding purchasing, travel, field work/shipping logistics, and reimbursement procedures in a centralized initiation environment.
• Support large research teams with logistics relating to tower leases and other monthly recurring costs.
• Review financial and operational information for completeness and compliance; identify issues, trends, or risks and coordinate resolution with central offices.
• May serve as initiator for departmental transactions and recurring pcard transactions needed for research.
• Process J-1 visa applications and related documentation and serve as department liaison for international visitors and visiting scholars, coordinating with faculty and central offices to ensure compliance with immigration and onboarding requirements.
• Serve as the primary administrative resource for Postdoctoral hiring and appointment coordination, including onboarding, reappointments, and separations.
• Oversee the administrative preparation of promotion and tenure dossiers, coordinating with department and college committees to track deadlines, assemble materials, ensure accuracy, and maintain confidentiality.
• Serve as backup to the Administrative Support Manager for human resources–related information, procedural guidance, and departmental operational support during peak periods or staff absences.
• Interpret University and unit policies; assess administrative risk, resolve issues, and recommend process improvements to support evolving service models
• Perform non-routine, confidential, and sensitive administrative duties and serve as proxy as authorized.
• Serve as backup for posting, hiring, onboarding, and terminating part-time student employees.

Benefits

• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
• In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
• One of the standout benefits is the generous 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