Department Head Assistant - College of IST

The Pennsylvania State University•University Park, FL

3d•Hybrid

About The Position

The College of Information Sciences and Technology (IST) is seeking a Department Head Assistant to provide high-level administrative support for department head operations and related faculty processes. This position will serve as a primary administrative point of contact for an assigned department while also working as part of a coordinated college administrative team to support consistent faculty affairs, hiring, and operational processes across the departments. As the college continues to refine its departmental support structure, this position will play an active role in helping shape administrative processes, responsibilities, and partnerships that support department and college priorities. The Department Head Assistant will work both collaboratively and independently to execute this position’s responsibilities, which include but are not limited to: Serve as the primary administrative point of contact for an assigned department head and department-level administrative needs. Coordinate department head calendar, scheduling, meeting preparation, follow-up, and routine communications. Support department-level faculty recruitment activity, including candidate itineraries, search committee logistics, materials, and related Workday tasks. Collaborate with department leadership, fellow department head assistants, and the dean's office to ensure consistent execution of college-level administrative, faculty affairs, and operational processes, including the use of shared timelines, templates, documentation, and established procedures as well as coordinate the non-tenure line promotion process for the college. Provide backup support for other department head assistants during absences or peak workload periods. Coordinate faculty mentoring initiatives across the college, including new faculty mentoring programs and same-rank peer mentoring groups, by organizing communications, meetings, resources, participation records, and related activities. Provide administrative support for department operating activities, including department head travel, reimbursements, purchasing, and budget-related processes, and serve as a knowledgeable resource for faculty on related college and university procedures. Draft, proofread, and organize correspondence, reports, presentations, proposals, and process documentation.

Requirements

Strong organizational skills with exceptional attention to detail and follow-through.
Demonstrated ability to adapt to changing priorities, evolving responsibilities, and organizational growth.
Demonstrated ability to work collaboratively as part of a team while also maintaining responsibility for independently assigned work.
Ability to establish and maintain effective working relationships with faculty, staff, students, and university partners.
Excellent interpersonal and communication skills and ability to work effectively with confidential information.
Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted

Responsibilities

Serve as the primary administrative point of contact for an assigned department head and department-level administrative needs.
Coordinate department head calendar, scheduling, meeting preparation, follow-up, and routine communications.
Support department-level faculty recruitment activity, including candidate itineraries, search committee logistics, materials, and related Workday tasks.
Collaborate with department leadership, fellow department head assistants, and the dean's office to ensure consistent execution of college-level administrative, faculty affairs, and operational processes, including the use of shared timelines, templates, documentation, and established procedures as well as coordinate the non-tenure line promotion process for the college.
Provide backup support for other department head assistants during absences or peak workload periods.
Coordinate faculty mentoring initiatives across the college, including new faculty mentoring programs and same-rank peer mentoring groups, by organizing communications, meetings, resources, participation records, and related activities.
Provide administrative support for department operating activities, including department head travel, reimbursements, purchasing, and budget-related processes, and serve as a knowledgeable resource for faculty on related college and university procedures.
Draft, proofread, and organize correspondence, reports, presentations, proposals, and process documentation.