Department Head Assistant - College of Engineering, Department of Aerospace Engineering

The Pennsylvania State University•University Park, FL

2d•Hybrid

About The Position

The Department of Aerospace Engineering within the College of Engineering is seeking an Administrative Assistant - Senior Support with excellent interpersonal and organizational skills. This position will provide administrative support to Aerospace Engineering’s Department Head. The successful candidate will primarily be responsible for the following: Administrative support for faculty affairs, including preparing dossiers for promotion and tenure, tracking the required schedule of reviews, and maintaining appropriate records. Administration of development and alumni relations as per department head direction, including ensuring a regular cycle of correspondence with donors and alumni, drafting letters to them, and organizing visits and events. Administration of communications and marketing as per department head direction, including initiating and tracking writing of articles, monitoring department website for current, appropriate content and ensuring department maintains current marketing materials. Administrative support for the department Industrial and Professional Advisory Committee (IPAC), including scheduling and arranging their formal-annual and informal meetings, and maintaining appropriate records. Administrative support for faculty governance including election of faculty committees, tracking and supporting their meetings, and ensuring proper documentation. Organize department events, visits and faculty interviews; coordinate travel logistics, reserve spaces, arrange catering, develop itineraries, prepare materials, ensure appropriate on-site support is provided. Directly or by supervising student workers, ensure department reception during business hours, including greeting and helping visitors, faculty, staff and student inquiries by responding and directing accordingly. Directly or by supervising student workers, maintain department headquarters as a resource for faculty and staff, including monitoring and ordering inventory of office and instructional supplies. Serve as central point of contact for concerns with facilities for department faculty, staff and students, ensuring that concerns are directed as appropriate. Maintain department calendars, including scheduling and coordinating meetings and events for the Department Head. Monitor and approve financial documents and transactions in Penn State systems and act as a department initiator (SIMBA, WorkDay, WorkLion, SIMS, ServiceNow).

Requirements

Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Applicants must be authorized to work in the U.S.

Nice To Haves

Ability to work in a fast-paced, confidential environment
Ability to responsibly handle confidential and sensitive information
Dedication to and understanding of the skills required to build relationships with diverse communities
Understanding of Microsoft Applications
Demonstrated commitment to diversity, equity, inclusion, and belonging
Strong organization skills and attention to detail
Exemplary interpersonal and communication skills
Proven ability to self-motivate and work both independently and as part of a team
Commitment to professional development, learning, and being mentored

Responsibilities

Provide administrative support to the Department Head.
Prepare dossiers for promotion and tenure, track review schedules, and maintain records.
Administer development and alumni relations, including correspondence, drafting letters, and organizing visits/events.
Administer communications and marketing, including article tracking, website content monitoring, and marketing material updates.
Provide administrative support for the Industrial and Professional Advisory Committee (IPAC), including scheduling and record maintenance.
Provide administrative support for faculty governance, including committee elections, meeting support, and documentation.
Organize department events, visits, and faculty interviews, coordinating logistics such as travel, space, catering, and itineraries.
Ensure department reception during business hours, greeting visitors and responding to inquiries.
Maintain department headquarters as a resource, monitoring and ordering office and instructional supplies.
Serve as a central point of contact for facilities concerns.
Maintain department calendars and schedule meetings/events for the Department Head.
Monitor and approve financial documents and transactions, acting as a department initiator in Penn State systems.