Administrative Assistant Jobs

About The Position

Requirements

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

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 for faculty affairs, including preparing dossiers for promotion and tenure, tracking the required schedule of reviews, and maintaining appropriate records.
• Administer 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.
• Administer 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.
• Provide 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.
• Provide 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.
• 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, directly or by supervising student workers.
• 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).

Benefits

• Comprehensive medical coverage
• Dental coverage
• 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