Administrative Assistant - Senior Support Biology

Penn State University; United States; Hybrid; USD 45,000 - 65,000; Full time

Job summary

Penn State University seeks an Administrative Assistant - Senior Support in the Biology Department to assist faculty with promotions, tenure processes, and related data tasks. The role includes training in Activity Insight, data entry, and collection of reports, with additional duties across sabbatical reviews, AC-40, and Non-Tenure promotions.

The position operates on a hybrid remote/onsite schedule after training, offering administrative support across committees and managing inquiries on the

Qualifications

• Associate degree or equivalent with 4+ years relevant experience.
• Experience supporting faculty with Promotion and Tenure processes.
• Strong communication, organization, and customer service skills.
• Ability to work independently and in a team.

Responsibilities

• Assist faculty with Promotion and Tenure process and deadlines.
• Assist with Activity Insight training and data entry.
• Collect Faculty Activity Reports and Sabbatical requests.
• Support AC-40 reviews and Non-Tenure promotions.
• Monitor grant balances and end dates; post/hire part-time non-academic staff.
• Provide admin support to Awards and Mentoring Committee and other committees.
• Respond to main departmental phone line and follow up as needed.

Skills

Investigative skills

Communication

Organization

Customer service

Independent work

Multitasking

Team player

Attention to detail

Education

Associate degree

Tools

Microsoft Office Suite

Job description

POSITION SPECIFICS

The Department of Biology is seeking an Administrative Assistant - Senior Support to support faculty members. The successful candidate will be expected to assist faculty with the Promotion and Tenure process to ensure material is completed appropriately to meet college deadlines. This position will assist faculty with Activity Insight training, data entry, and collection of Faculty Activity Reports as well as the collection of Sabbatical Requests, AC-40 review and Non-Tenure promotions. Additional duties include monitoring research grant balances and end dates, assisting with posting and hiring part-time non-academic positions as well as providing administrative support to the Awards and Mentoring Committee and other departmental committees. The selected candidate should be capable of problem-solving, answering questions, providing information and following-up as necessary, as well as assisting with answering main departmental phone line.

The ideal candidate should possess:

• strong investigative skills with the ability to use creative thinking to improve existing and develop new duties and business processes
• excellent communication, organization, and customer service skills
• ability to work independently and in a team environment
• proficiency in Microsoft Office Suite
• ability to handle multiple priorities, monitor, and meet overlapping deadlines
• initiative, collegiality, accuracy and promote a culture that is conducive to effective relationships among diverse team members

After a successful training period, this position will operate on a hybrid remote/onsite schedule.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree

4+ years of relevant experience; or an equivalent combination of education and experience accepted

Required Certifications: None

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.