Executive Assistant

Penn State University • University Park, IL

1d • $65,508 - $94,980 • Onsite

About The Position

The Dean of the College of Agricultural Sciences is seeking an Executive Assistant, located in University Park, PA. As Executive Assistant, the position will be responsible for providing advanced knowledge of principles, practices, software, and procedures in the Dean's Office. This position will provide high-level management, administrative, technical, and advisory support to the Dean and Senior Associate Dean by taking initiative, as appropriate, to manage complex administrative/academic projects and functions of the Dean's office. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information with confidentiality. The Executive Assistant will manage the Dean's schedule and communications in partnership with the Director of Communications and College Relations. This position will respond on behalf of The Dean to internal and external correspondence and phone calls, managing diplomacy and confidentiality with all callers and correspondents. This position will provide input/recommendations on operational activities and processes. This position will ensure that the college is compliant with University and College guidelines for promotion and tenure and sabbatical processes at all levels. Utilizing relevant enterprise software, this position will research, analyze, draft, and compile information, facts, and background materials on various issues in preparation for meetings and reporting metrics. The Executive Assistant will oversee complex projects, events, and programs throughout the Dean’s Office. This position will supervise and delegate work to the administrative support staff within the Dean’s Office and draft any administrative correspondence. The Executive Assistant will demonstrate and support diversity throughout the College and advance team goals. This position will improve office operational efficiency and implement plans clearly and concisely. This position will need to develop and maintain positive liaison relationships with various internal and external customers, including employees, executives, trustees, legislators, faculty, students, donors, alumni, and the general public. These initiatives may involve interaction with senior leaders, both within and outside the College of Agricultural Sciences, including the office of the Provost and President.

Requirements

• 6+ years of experience in executive support roles, preferably in an academic setting.
• Exceptional organizational and time management skills, with the ability to prioritize tasks effectively.
• Outstanding communication skills, both written and verbal, with a high level of professionalism.
• Proficiency in office productivity software such as Microsoft Office Suite, Adobe Acrobat, and calendar management tools.
• Action and solution-oriented.
• Discretion and confidentiality in handling sensitive information and communications.
• Ability to work effectively under pressure and adapt to changing priorities in a fast-paced environment.
• Strong interpersonal skills and the ability to work collaboratively with diverse stakeholders.
• Outstanding critical thinking and judgment, strong organizational skills, and the ability to be both confident and diplomatic in a complex environment.
• Managerial acumen to build effective and inclusive working partnerships, both internally and externally, to support the College of Agricultural Sciences mission, vision, and strategic initiatives.
• Strong interpersonal and listening skills to communicate with a wide range of constituents.
• Bachelor's Degree
• 6+ years of relevant experience; or an equivalent combination of education and experience accepted
• Applicants must be authorized to work in the U.S.

Responsibilities

• Manage, supervise, plan, and direct the administrative activities of the Dean's Office.
• Supervise, train, mentor, and provide performance reviews for the administrative assistant in the Dean's Office.
• Manage and prioritize workload for the administrative staff in the Dean's Office.
• Cross-train administrative assistants working on special projects and ad hoc committees.
• Coordinate the Dean’s calendar and prioritize scheduling and resolving competing meetings in conjunction with the Director of Communications and College Relations.
• Arrange logistics for appointments and meetings, including preparing relevant background material, meeting locations, agendas, and follow-up.
• Keep the Dean advised of time-sensitive and priority issues.
• Manage domestic and international travel arrangements for The Dean and other individuals, as needed.
• Manage internal and external communications in conjunction with the Director of Communications and College Relations, including highly confidential and complex issues, responding on behalf of the Dean if requested.
• Manage annual and routine requests from central administration.
• Compile reports, records, and data as needed.
• Maintain pertinent databases, confidential files, and communications consistent with best practices and university policy.
• Provide support to the Senior Associate Dean in academic affairs, including college-level P&T reviews, sabbatical applications, academic performance reviews, interpreting policies, and developing faculty hire offers.
• Manage academic unit leader and dean-level searches, including developing itineraries, travel arrangements, and coordinating meetings.
• Develop and distribute standard letters of changes in faculty appointments.
• Coordinate the Distinguished Professorship and Evan Pugh nominations for the CoAS.
• Work with central administration in P&T processes and submit dossiers per their guidelines.
• Manage PTORP for all levels of the P&T process and develop and communicate results and official feedback letters to the candidate.
• Update Workday as appropriate for any appointment changes.
• In conjunction with the Director of Development and Alumni Relations, prepare endowment and professorship letters for the college and liaise with central administration regarding their approval.
• Communicate college support for sabbatical applications to central administration and work directly with the Vice Provost's office to manage all sabbatical processes.
• Develop and maintain proficiency with current and new enterprise software pertinent to college functions.
• Evaluate and update office procedures as needed, identifying and implementing tools to improve operational efficiency.
• Serve on committees as requested.
• Serve as Manager Recruiting Support (MRS) and Timekeeper for our College.
• Approve expenditures for the executive office.
• Serve as the point of contact for the University Faculty Senate and handle updates for the Senate Census information.
• Coordinate information between Human Resources and the Financial Office for the ASI process annually.
• Serve as designated delegate for the Dean in Travel Safety Network and SAP Concur.

Benefits

• comprehensive medical, dental, and vision coverage
• robust retirement plans
• substantial paid time off which includes holidays, vacation and sick time
• generous 75% tuition discount, available to employees as well as eligible spouses and children

What This Job Offers

• Job Type: Full-time
• Career Level: Executive