Administrative Assistant, School of Engineering at Penn State Behrend

The Pennsylvania State University; Erie (Erie County); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Retirement benefits

Paid time off

Job summary

Penn State Behrend is seeking an organized Administrative Assistant to support the School of Engineering’s academic programs, ABET accreditation, senior design activities, and safety initiatives.

The role includes coordinating faculty searches, maintaining project webpages, processing purchases, and assisting with conferences and safety training. Strong MS Office skills and confidentiality are essential.

Qualifications

• Proficiency with Microsoft Office 365 or similar tools for communication, documentation, spreadsheet tracking, and scheduling.
• Minimum of one year experience with financial processes including expense tracking.
• Excellent verbal and written communication and customer service.
• Strong attention to detail and accuracy; discretion with confidential material.
• Organizational skills and ability to manage multiple tasks; work independently or in a team.
• Ability to learn University systems including Workday, iTwo, and CMS platforms.

Responsibilities

• Coordinate administrative activities for the Senior Design program and related agreements.
• Prepare and distribute project payment requests; process purchases for student projects.
• Maintain Senior Design resources and project webpages; assist with conference planning.
• Support faculty searches by coordinating schedules, rooms, and materials.
• Provide support for ABET accreditation documentation and course materials.
• Coordinate visits, prepare materials, schedule meetings, and manage logistics.
• Manage start-up materials and collect syllabi; provide database support.
• Coordinate access for faculty, staff, and students; track safety training.
• Serve as liaison to Environmental Health and Safety; support Safety Committee.
• Coordinate equipment maintenance and work orders; greet visitors and provide general support.

Skills

Microsoft Office 365

Communication skills

Customer service

Organizational skills

Attention to detail

Discretion

Teamwork

Learn university systems

Education

GED or HS diploma

2+ years of relevant experience

Tools

Workday

iTwo

CMS platforms

Job description

POSITION SPECIFICS

The School of Engineering at Penn State Behrend is seeking an organized, detail-oriented Administrative Assistant to support academic programs, senior design activities, ABET accreditation, faculty searches, laboratory safety, and general office operations.

RESPONSIBILITIES

Responsibilities include, but are not limited to: Coordinate administrative activities for the Senior Design program, including nondisclosure and intellectual property agreements. Prepare and distribute project payment requests and process purchases for student projects. Maintain the Senior Design Student Resources and Project Showcase webpages. Assist with planning and coordinating the annual Richard J. Fasenmyer Engineering Design Conference. Support faculty searches by coordinating candidate schedules, rooms, communications, and materials in collaboration with Human Resources. Provide administrative support for the ABET accreditation process, including collecting, organizing, tracking, and maintaining course materials, assessment records, faculty information, and other required documentation. Assist with preparing materials and coordinating schedules, meetings, rooms, and logistics for associated visits. Manage semester start-up materials, including the collection of course syllabi and other academic records, and provide database support. Coordinate card and laboratory access for faculty, staff, and students. Track required laboratory safety training and documentation. Serve as the School’s administrative liaison to Environmental Health and Safety. Provide administrative support to the School of Engineering Safety Committee. Coordinate equipment maintenance and process work orders for facilities repairs and other needs. Greet and assist students, faculty, staff, and visitors. Provide general administrative support and perform other duties as assigned.

REQUIRED QUALIFICATIONS

The successful candidate should have: Proficiency with Microsoft Office 365 or similar tools for communication, document preparation, spreadsheet tracking, and scheduling. A minimum of on year of experience with financial processes, including expense tracking and reconciliation systems. Effective verbal and written communication skills and a commitment to providing excellent customer service. Exceptional attention to detail and accuracy. The ability to exercise discretion and sound judgment when handling confidential materials. Excellent organizational skills and the ability to manage and prioritize multiple tasks. Demonstrated ability to work independently and collaboratively as part of a team. The ability to learn and effectively use University systems, including Workday, iTwo, and website content management platforms.

PREFERRED QUALIFICATIONS

Experience with accreditation support, financial transactions, event planning, website maintenance, data management, safety compliance, or administrative support is preferred.

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

ADDITIONAL INFORMATION

For full consideration, applicants are asked to submit a cover letter and resume/CV with their application. Some schedule flexibility may be required during faculty searches, accreditation visits, and major School of Engineering events.

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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