Department Head Assistant, The School of Electrical Engineering and Computer Science

Penn State University • University Park, IL

2d • Hybrid

About The Position

The School of Electrical Engineering and Computer Science (EECS) is seeking an Administrative Assistant—Senior Support to support the Department Head in the Department of Electrical Engineering (EE) for numerous faculty processes, including hiring, promotion, and tenure. This position reports directly to the Administrative Coordinator of EECS. While this administrative assistant's main responsibilities will lie within the Department of Electrical Engineering, this position is part of the administrative team that collectively supports The School of Electrical Engineering and Computer Science. The Department Head Assistant will work both independently and collaboratively, utilizing organizational skills and a high level of professionalism and discretion, to complete this position's responsibilities.

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None
• Ability to work with various software, including Microsoft Office 365, Workday, and DocFinity, as well as those specific to Penn State: WorkLion (collection of general HR information and resources, along with an inquiry system) FAIS (Faculty Activity Insight System) PTORP (Promotion and Tenure Online Reviewing System)
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Demonstrated ability to be detail-oriented
• Excellent communication (both verbal and written) and interpersonal skills
• Driven to provide excellent customer service
• Ability and willingness to learn job-related software
• Demonstrated ability to be proactive and take initiative

Responsibilities

• Arrange travel for EE Department Head, maintain the EE Department Head’s calendar between leadership offices and departments, and maintain project schedules which require complex meeting coordination and preparation with leadership.
• Oversee and serve as the point of contact for the EE faculty promotion and tenure process, as well as work directly with the School of EECS Administrative Coordinator on preparation of all dossiers to ensure compliance with University guidelines.
• Manage EE committees, including arranging logistics for committee meetings and writing and distributing minutes and backup materials.
• Coordinate the administrative support functions for the faculty search committee(s), including Workday Recruiting and oversight of permanent residency requirements.
• Coordinate itineraries for faculty candidates and organize search materials, as well as maintain EE Faculty Search Database and all related materials.
• Create, proof, and edit correspondence, including presentations, proposals, reports, and summaries.
• Review and check documents for completeness, accuracy, and conformance with applicable internal and university-level guidelines, regulations, and procedural requirements.
• Provide support to EE Department Head for Industrial and Professional Advisory Council (IPAC) activities and coordinate all Outstanding Engineering Alumni (OEA) activities, including assisting with nomination of alumni candidate, preparing itinerary, ordering plaque, and assisting with travel, as well as assisting with developing agendas and coordinating activities for the annual IPAC meeting and the OEA event.
• Coordinate departmental faculty annual self-report of activities and schedule EE Department Head direct report annual staff reviews.
• Compile information for annual faculty performance evaluations for the Department Head's review, maintain tracking of extended reviews, and coordinate and schedule evaluation meetings.
• Oversee the collection of outside consulting reports and the state mandated faculty activity system.
• Oversee sabbatical leave requests, College or University deadlines, and apprise faculty within the Department of Electrical Engineering.
• Provide back-up support for the School Director as well as for the Department Head of Computer Science and Engineering.
• Ensure faculty compliance with Penn State’s policies and procedures – reading and understanding the policies and procedures to be able to give guidance to faculty members.

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
• Number of Employees: 5,001-10,000 employees