Administrative Assistant, School of Engineering at Penn State Behrend

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

Job summary

The Penn State Behrend School of Engineering seeks an organized Administrative Assistant to support academic programs, senior design activities, ABET accreditation, and faculty processes.

The role covers coordinating administrative tasks for the Senior Design program, assisting with meetings, budgets, and safety documentation, and serving as a liaison with Human Resources and Environmental Health & Safety. Strong organization and communication are essential.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Microsoft Office 365

Customer service

Organizational skills

Verbal & written communication

Attention to detail

Education

GED/HS

2+ years relevant experience accepted in lieu of education

Tools

Workday

iTwo

Website 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

• 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.

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.

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