Administrative Assistant - Police Recruitment

The Pennsylvania State University; Ferguson Township (PA); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Retirement plans

Paid time off

75% tuition discount for employees and

Job summary

Penn State University Police and Public Safety (UPPS) is hiring an Administrative Assistant - Police Recruitment to support the District Chief overseeing police administration at the University Park campus. This on-site role connects the Penn State Police Department with local, state and federal agencies, vendors and campus partners to ensure smooth recruitment operations.

The Administrative Assistant will manage job postings in Workday, schedule interviews, maintain candidate files, prepare

Qualifications

• Must be detailed oriented including the ability to apply University and department policies as well as the collective bargaining agreement.
• Will be able to multitask and meet strict deadlines.
• Must have excellent written and verbal communication skills, as well as the ability to work with minimal supervision.
• Exercises good judgment when dealing with sensitive and confidential information.
• Possess proficient skills utilizing Microsoft Office programs such as Word, Excel, Teams and PowerPoint.

Responsibilities

• Administrative aspects of the recruitment process: Assist in the posting and maintenance of job vacancies in Workday work in tandem with Talent Acquisition and Human Resources to ensure timely completion of all hiring requirements.
• Schedule candidate interviews.
• Coordinate pre-employment appointments, fingerprints, and meetings.
• Create and maintain files and databases for all candidates.
• Submit all recruitment-relevant paperwork related to the hiring and onboarding of new employees.
• Participate in the development and scheduling of initial new hire week requirements.
• Updates to department Intranet: New hire, separation, transfer, and promotion announcements.
• Contractual seniority lists updates.
• Maintain department email and listservs via Office 365 Support and back-up to department key and facility coordinator.
• Support and maintain supervisor meeting schedules.
• Collect, organize, research, and analyze information and data to assist in preparing reports, presentations, summaries, and proposals.
• Work with various University databases and software programs including SIMBA (System for Integrated Management, Budgeting, and Accounting), Workday / Worklion (our HR Information System), SAP Concur, scheduling software and lost & found tracking among others.

Skills

Detail oriented

Multitask

Written & verbal communication

Work with minimal supervision

Judgment with confidential information

Microsoft Office proficiency

Education

GED or HS diploma

Tools

Word

Excel

Teams

PowerPoint

Workday

Worklion

SIMBA

SAP Concur

Job description

POSITION SPECIFICS

Penn State University Police and Public Safety (UPPS) is responsible for protecting and serving more than 100,000 students, employees, and visitors at all campuses across the Commonwealth of Pennsylvania. We are a cohesive and centralized department with sworn police officers who have full law enforcement authority serving all campuses with our headquarters located at University Park. We are hiring a UPPS Administrative Assistant - Police Recruitment to join our team. We're looking for a well-rounded Administrative Assistant to provide assistance to the District Chief overseeing police administration at the University Park campus. This position is a central link connecting the Penn State Police Department with various local, state and federal policing agencies, outside vendors, University-wide departments, as well as Penn State personnel to include students, faculty, and staff members.

Responsibilities will include:

• Administrative aspects of the recruitment process: Assist in the posting and maintenance of job vacancies in Workday work in tandem with Talent Acquisition and Human Resources to ensure timely completion of all hiring requirements.
• Schedule candidate interviews.
• Coordinate pre-employment appointments, fingerprints, and meetings.
• Create and maintain files and databases for all candidates.
• Submit all recruitment-relevant paperwork related to the hiring and onboarding of new employees.
• Participate in the development and scheduling of initial new hire week requirements.
• Updates to department Intranet: New hire, separation, transfer, and promotion announcements.
• Contractual seniority lists updates.
• Maintain department email and listservs via Office 365 Support and back-up to department key and facility coordinator.
• Support and maintain supervisor meeting schedules.
• Collect, organize, research, and analyze information and data to assist in preparing reports, presentations, summaries, and proposals.
• Work with various University databases and software programs including SIMBA (System for Integrated Management, Budgeting, and Accounting), Workday / Worklion (our HR Information System), SAP Concur, scheduling software and lost & found tracking among others.

Working Conditions

This is an on-site position requiring attendance in the office five days per week. We recognize that unexpected situations arise, so occasional remote work may be approved for emergency or exceptional circumstances with manager approval. This role is not a hybrid position.

The successful candidate

• Must be detailed oriented including the ability to apply University and department policies as well as the collective bargaining agreement.
• Will be able to multitask and meet strict deadlines.
• Must have excellent written and verbal communication skills, as well as the ability to work with minimal supervision.
• Exercises good judgment when dealing with sensitive and confidential information.
• Possess proficient skills utilizing Microsoft Office programs such as Word, Excel, Teams and PowerPoint.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

• General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience.
• Required Certifications: None.
• An in-depth background investigation and a CJIS fingerprint check will be required to work within the police facility.

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.

• Comprehensive medical, dental, and vision coverage.
• Robust retirement plans.
• Substantial paid time off which includes holidays, vacation and sick time.
• 75% tuition discount for 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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AIMS AND VALUES

There's a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom - it's the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania’s sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters - more than half a million strong - driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.