Job Information
Pennsylvania State University Administrative Assistant in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .
JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Office of the Vice President for Commonwealth Campuses (https://www.campuses.psu.edu/) (OVPCC) is seeking an Administrative Assistant (Senior Support) to provide complex and confidential administrative support. This position reports directly to the Executive Assistant and will work collaboratively with unit leadership and staff.
The successful candidate will provide executive-level support to the Associate Vice President and Senior Associate Dean for Academic Programs, the Assistant Vice President for Administration, and the Director of Commonwealth Campus Athletics. This includes but is not limited to coordinating, prioritizing, and managing meeting with both internal and external constituents, maintaining calendars, appointments,
Examples of typical duties performed include:
Organize, coordinate, and implement activities for highly confidential and complex academic and administrative processes.
Support and coordinate administrative and staff level searches – reserve spaces, develop itineraries, prepare materials, coordinate visits between campus location and University Park, serve as the point of contact for candidates and participants.
Handle confidential documents and information pertaining to faculty and staff.
Coordinate and/or manage a wide variety of projects, events (including Athletics Championship events), and meetings including preparation of agendas, presentations, itineraries, etc.
Manage travel arrangements, expense reports, budget/Pcard reconciliations, etc.
Manage all financial items in SIMBA for Commonwealth Campus Athletics
Successful incumbent is also responsible for day-to-day front office support including answering telephones, directing calls, greeting visitors, collecting and distributing mail, submitting work orders, ordering office supplies, etc.
Your working location will be fully on-site in State College, PA, during the training period. After training, one day of remote work, per week, is available, dependent upon tasking.
Education and experience:
Outstanding communication skills, both oral and written, are required as are proofreading and editing skills. The successful candidate must be highly motivated and exhibit a high degree of professionalism, discretion, and initiative. Attention to detail, organization, interpersonal skills, and the ability to manage deadlines are critical, as is the ability to work independently and in a team environment with minimal supervision. This position requires the ability to follow established procedures and processes as well as be able/willing to develop and enhance current and new processes. Ability to handle sensitive and confidential information is also required.
Proficient knowledge of administrative, human resources, financial, and event planning policies, processes and systems (Office 365, SAP Concur, SIMBA, 25Live, WorkLion/Workday, Qualtrics or similar systems) is strongly preferred.
Other qualifications include:
Demonstrated mental agility with administrative responsibilities.
Thoroughness in work and time management skills.
Experience with event planning.
Capacity for analyzing processes and proposing effective solutions.
Excellent commitment to fostering diversity, equity, inclusion, and belonging.
Additional Information:
To be considered for this role, applicants must submit a cover letter and resume. Application review will begin immediately and continue until the position has been filled.
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.
The salary range for this position, including all possible grades is:
$42,100.00 - $61,000.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - additional information on Penn State's job and salary structure.
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 (https://police.psu.edu/annual-security-reports) .
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW
Penn State is an equal opportunity, affirmative action 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 814-865-1473.
Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)
PA State Labor Law Poster
Affirmative Action (https://policy.psu.edu/policies/hr11)
Penn State Policies
Copyright Information (https://www.psu.edu/copyright-information)
Hotlines
University Park, PA