Administrative Assistant - Penn State University Park

APPLICATION INSTRUCTIONS: · CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday. · CURRENT PENN STATE STUDENT (not employed p ...

Job description

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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POSITION SPECIFICS​

The Department of Educational Psychology, Counseling, and Special Education (EPCSE) in the College of Education is seeking an Administrative Assistant to join our team and serve as a faculty affairs coordinator.

This position will be responsible for assisting faculty with a wide variety of tasks and activities to help ensure the department runs smoothly.

Working with confidential information, the Administrative Assistant will utilize adaptability skills and a high level of professionalism and discretion to complete this position's responsibilities, which include but are not limited to:

• Play a key role in the promotion and tenure process for the department: assist tenure and non-tenure faculty in the submission of their promotion materials, ensuring they align with university, college, and department guidelines.

• Serve as the resource person to the promotion and tenure candidates and EPCSE promotion and tenure committee.

• Maintain and assign SEEQs (student educational experience questionnaire) for all faculty within EPCSE.

• Collect and submit sabbatical/leave applications, graduate faculty nominations, and requests for professional activities outside of Penn State (regarding Penn State's AC80 policy).

• Work with the Office of International Programs for applicable paperwork regarding visiting scholars.

• Maintain the calendar and send correspondence on behalf of the department head.

• Handle all aspects of faculty, part-time adjuncts, and postdoctoral hires: job descriptions, set up interviews, create agendas, and assist with onboarding tasks.

• Oversee materials for annual faculty performance evaluations, maintain tracking, and coordinate the schedule of evaluations.

• Maintain records of professor data: contractual supplemental payments, course releases, grants, sabbaticals, and title changes.

• Collaborate on the completion of the Workload document regarding the necessary faculty information to meet college deadlines.

The Administrative Assistant will also work with various software, including Microsoft Office 365, Zoom, and Workday, as well as the following which are specific to Penn State:

• WorkLion (a collection of general HR information and resources, along with an inquiry system)

• LionPATH (student information system)

• FAIS (Activity Insight; related to faculty activity reports)

Qualifications:

• Ability to work fluidly with teams of varying sizes

• Excellent verbal and written communication and interpersonal skills

• Demonstrated ability to craft professional correspondence and effectively present complex information to those in a leadership role

• Driven to provide excellent customer service 

• Demonstrated ability to stay organized with high attention to detail and accuracy while managing multiple concurrent complex projects with competing deadlines

• Willingness and ability to learn job-related software

At least four years of experience providing administrative assistance in an academic or office setting is required. Applicants must have experience interpreting and assisting others with understanding complex policies and procedures.

Advanced proficiency with HRIS/database management platforms is required (experience with Workday is highly preferred).

Work history that includes faculty affairs or academic personnel administration will be considered a plus.  

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

Application Information: Interested applicants must submit a resume and cover letter stating their interest and qualifications for the position.

The College of Education is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $42, $61,000.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission.

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