Administrative Assistant for Operations

Penn State University; University Park (TX); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Tuition discount (75%)

Job summary

Penn State University in University Park, PA, seeks an Administrative Assistant in the Dean’s Office of the College of Health and Human Development to perform a wide range of complex administrative duties in support of operations.

The role includes scheduling, budget administration, parking liaison, access control, and coordinating with HR, facilities, and IT, with a hybrid schedule that combines remote work and on-campus presence.

Qualifications

• Familiarity with HR information systems, financial systems, access control systems, Office 365, SharePoint, and records management preferred.
• The successful candidate should have strong organizational skills, excellent communication skills, critical thinking skills, the ability to maintain confidentiality, and a keen desire to improve organizational processes and support the success of others.
• Candidates should also be able to work across departments, consistently strive for excellence in customer service, and demonstrate a genuine appreciation for working with diverse audiences.

Responsibilities

• Serves as the Parking Chair for the college, overseeing the management of parking permits for faculty and staff, maintaining records, and serving as the liaison to the Parking Office.
• Serves as the Local Access Coordinator for the Dean’s Office, managing the distribution of keys and building access for Dean’s Office employees.
• Manages the approval of conference room requests for specific conference rooms overseen by the Dean’s Office and coordinates with the Facilities team to accommodate room set-up requests.
• Provides high-level administrative support for the Assistant Dean for Operations, including scheduling meetings and calendar activities, providing comprehensive reporting in support of special projects, etc.
• Provides scheduling support for other central administrative functions within the college, including coordinating schedules and itineraries for candidate interviews.
• Serve as the budget administrator for college operations, including financial approvals, Labor Distribution, etc.
• Enters Work Orders for OPP maintenance requests for the Dean’s Office.
• Creates profiles on the HHD website for new employees and removes outdated profiles. Coordinates with HR and other units to keep the faculty/staff directory updated.
• Assists with the shared administrative responsibilities of the Dean’s Office administrative team, including monitoring the main phone line and HHD email account, taking monthly inventory and re-stocking supplies, and updating the Dean’s Office phone directory and listserv.
• Supports the college’s internal communication processes and technologies.
• Serves as the college’s Records Management Liaison.

Skills

Strong organizational skills

Excellent communication

Confidentiality and discretion

Customer service orientation

Education

Associate Degree

Tools

Office 365 applications

SharePoint

Records management

HRIS

Financial systems

Access control systems

Job description

POSITION SPECIFICS

The Dean’s Office in the College of Health and Human Development is seeking an Administrative Assistant to perform a wide variety of complex administrative functions in support of the college’s Operations. The Administrative Assistant will work closely with various levels of staff and faculty.

LOCATION

This position will operate under a hybrid schedule, offering a flexible work arrangement that combines remote and on-campus work. Weekly on campus is required at the University Park campus in State College, PA. Questions related to the flexible work arrangement should be directed to the hiring manager during the interview process.

RESPONSIBILITIES

• Serves as the Parking Chair for the college, overseeing the management of parking permits for faculty and staff, maintaining records, and serving as the liaison to the Parking Office.
• Serves as the Local Access Coordinator for the Dean’s Office, managing the distribution of keys and building access for Dean’s Office employees.
• Manages the approval of conference room requests for specific conference rooms overseen by the Dean’s Office and coordinates with the Facilities team to accommodate room set-up requests.
• Provides high-level administrative support for the Assistant Dean for Operations, including scheduling meetings and calendar activities, providing comprehensive reporting in support of special projects, etc.
• Provides scheduling support for other central administrative functions within the college, including coordinating schedules and itineraries for candidate interviews.
• Serve as the budget administrator for college operations, including financial approvals, Labor Distribution, etc.
• Enters Work Orders for OPP maintenance requests for the Dean’s Office.
• Creates profiles on the HHD website for new employees and removes outdated profiles. Coordinates with HR and other units to keep the faculty/staff directory updated.
• Assists with the shared administrative responsibilities of the Dean’s Office administrative team, including monitoring the main phone line and HHD email account, taking monthly inventory and re-stocking supplies, and updating the Dean’s Office phone directory and listserv.
• Supports the college’s internal communication processes and technologies.
• Serves as the college’s Records Management Liaison.

QUALIFICAITONS

• Familiarity with human resources information systems, financial systems, access control systems, Office 365 applications, SharePoint, and records management is preferred.
• The successful candidate should have strong organizational skills, excellent communication skills, critical thinking skills, the ability to maintain confidentiality, and a keen desire to improve organizational processes and support the success of others.
• Candidates should also be able to work across departments, consistently strive for excellence in customer service, and demonstrate a genuine appreciation for working with diverse audiences.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None

APPLICATION MATERIALS

For full consideration, applicants must include a cover letter and resume with their application.

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 $44,628.00 - $64,668.00.

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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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.