Administrative Assistant - Dean's Office, College of IST

Penn State University; University Park (IL); Hybrid; USD 41,000 - 59,000; Full time

Benefits offered by this job

Tuition discount 75%

Full benefits package

Job summary

Penn State University is seeking an Administrative Assistant at the Intermediate Support level to provide day-to-day support for the dean’s office. Responsibilities include greeting visitors, preparing documents, coordinating calendars, and managing general office needs.

The role reports to the Dean’s Office Supervisor and requires maintaining confidentiality. Hybrid work arrangement with regular on-site presence at University Park, including in-office days each week.

Qualifications

• Strong organizational skills with attention to detail and follow-through.
• Ability to adapt to changing priorities and growth.
• Ability to work collaboratively and independently.
• Ability to establish and maintain relationships with faculty, staff, students, and partners.
• Excellent interpersonal and communication skills with confidential information.
• Willingness to embrace new opportunities and challenges.
• Advanced skills in MS Office (Word, Excel, SharePoint).

Responsibilities

• Coordinate the hiring process for wage payroll employees, including onboarding steps and timelines.
• Support college-level committees by scheduling meetings, preparing agendas, and taking notes.
• Manage elections for faculty committees and communicate outcomes to leadership.
• Oversee nominations and awards logistics for faculty awards and events with the Events team.
• Lead planning and execution for dean’s office events and related coordination.
• Handle travel, reimbursements, purchases, and budget-related activities.
• Support faculty processes such as promotions and tenure documentation and searches.
• Coordinate Faculty Mentor activities and related meetings for new faculty.
• Provide backup calendar and meeting support for the dean and leadership.
• Review administrative guidelines and serve as first point of contact for questions.

Skills

Organization skills

MS Office

Education

GED or HS + 2+ years experience

Tools

Smartsheet

PSU Buy

SharePoint

Job description

POSITION SPECIFICS

The College of Information Sciences and Technology is seeking an Administrative Assistant , at the Intermediate Support level. The Administrative Assistant provides day-to-day administrative and operational support for the dean’s office. This includes greeting and assisting visitors, preparing documents and reports, scheduling meetings and reserving space, coordinating calendars, and managing general office needs. This position reports directly to the Dean’s Office Supervisor. Due to the sensitive nature of some issues handled in the dean’s office, confidentiality is essential.

Responsibilities: Key responsibilities of the position include the following:

• Coordinate the hiring process for some of the college’s wage payroll employees, ensuring paperwork, onboarding steps, and timelines are completed accurately.
• Provide administrative support to several college-level committees, including the Faculty Awards Committee and Faculty Council. Responsibilities include scheduling meetings, preparing agendas and materials, taking notes, tracking action items, and helping move follow-up tasks forward.
• Manage college-level elections to faculty committees by coordinating nominations, overseeing voting, tracking results, and communicating outcomes to faculty leadership.
• Manage administrative aspects of IST faculty and staff award nominations. This includes overseeing timelines, preparing nomination packets for committee review, maintaining the awards website, and assisting with logistics at the awards event in collaboration with the Events team.
• Lead planning and execution for several events sponsored by the dean’s office and provide support or coordination for other events as needed.
• Provide administrative support for select financial and operational activities, including travel, reimbursements, purchasing, and budget-related processes, and serve as a knowledgeable resource for faculty and staff on related college and university procedures. Coordinate purchasing requests through PSU Buy.
• Support the dean’s office supervisor in faculty affairs processes such as promotion and tenure documentation, faculty searches, and other faculty-related workflows.
• Support the Faculty Mentor process and assignments for new faculty; coordinate related meetings for peer groups.
• Provide backup calendar and meeting support for the dean, associate deans, and Chief of Staff when needed.
• Regularly review administrative guidelines and dean’s office web pages, serving as the first point of contact for questions, updates, and routing requests.
• Build, manage, and improve dean’s office workflows and tracking systems powered by Smartsheet, ensuring processes stay current and effective.
• Serve as backup to the dean’s office supervisor and receptionist during absences or peak periods.

Successful candidates will exhibit the following:

• Strong organizational skills with exceptional attention to detail and follow-through.
• Demonstrated ability to adapt to changing priorities, evolving responsibilities, and organizational growth.
• Demonstrated ability to work collaboratively as part of a team while also maintaining responsibility for independently assigned work.
• Ability to establish and maintain effective working relationships with faculty, staff, students, and university partners.
• Excellent interpersonal and communication skills and ability to work effectively with confidential information.
• Willingness to embrace new opportunities and challenges.
• Advanced skills in MS Office, such as Word, Excel, and SharePoint.

Additional Information
To be fully considered for this position, applicants are required to upload a cover letter and resume. It is recommended that you upload one document with all materials enclosed.

Work Arrangement
This position offers a hybrid work schedule but requires regular on-site presence at the University Park location, with multiple in-office days each week.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; Relevant education accepted in lieu of experience Required Certifications:None

Preferred successful candidates will exhibit the following:

• Strong organizational skills with exceptional attention to detail and follow-through.
• Demonstrated ability to adapt to changing priorities, evolving responsibilities, and organizational growth.
• Demonstrated ability to work collaboratively as part of a team while also maintaining responsibility for independently assigned work.
• Ability to establish and maintain effective working relationships with faculty, staff, students, and university partners.
• Excellent interpersonal and communication skills and ability to work effectively with confidential information.
• Willingness to embrace new opportunities and challenges.
• Advanced skills in MS Office, such as Word, Excel, and SharePoint.

Additional Information
To be fully considered for this position, applicants are required to upload a cover letter and resume. It is recommended that you upload one document with all materials enclosed.

Work Arrangement
This position offers a hybrid work schedule but requires regular on-site presence at the University Park location, with multiple in-office days each week.

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 $40,608.00 - $58,836.00.

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 814-865-1473.

Penn State 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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