Administrative Assistant - Supervisor (Physics Department)

The Pennsylvania State University; University Park (PA, TX); Hybrid; USD 46,000 - 68,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Assistant - Supervisor to support faculty affairs and the department head. This role offers a flexible work arrangement, combining remote and on-campus work. Responsibilities include managing calendars, coordinating hiring processes, and overseeing administrative activities related to faculty promotions. The ideal candidate will possess excellent communication skills and proficiency in Office 365. Join an environment that values teamwork and offers a competitive benefits package, including a generous tuition discount for employees and their families.

Benefits

Medical Coverage

Dental Coverage

Vision Coverage

Retirement Plans

Paid Time Off

Tuition Discount

Sick Leave

Holidays

Qualifications

• 4+ years of relevant experience or equivalent education and experience.
• Excellent verbal and written communication skills required.

Responsibilities

• Provide administrative support to the department head and manage their calendar.
• Coordinate faculty affairs and oversee the visiting scholar process.

Skills

Verbal Communication

Written Communication

Attention to Detail

Interpersonal Skills

Time Management

Education

Associate Degree

Tools

Office 365

Adobe Acrobat

Penn State's Activity Insight

PTORP

WorkLion

Job description

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
• If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

POSITION SPECIFICS

The Pennsylvania State University, Department of Physics, is seeking a detailed-oriented and motivated Administrative Assistant - Supervisor to coordinate faculty affairs and provide direct support to the department head. This position offers a flexible work arrangement that combines remote and on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process.

Position responsibilities will include but are not limited to the following:

• Provide administrative support to the department head by managing their calendar, schedule meetings and activities, and organize department events.
• Responsible for all administrative activities related to promotion and tenure, non-tenure line promotions, affiliate and courtesy appointments, faculty reviews, faculty activity reports, peer evaluations, sabbaticals, and award nominations.
• Coordinate and oversee the visiting scholar process. Ensure proper paperwork is submitted. Primary contact for visa processing.
• Supervise and backup one Administrative Assistant in the department.
• Responsible for hiring full-time hiring, creating job postings, initiating background checks, and the onboarding process.
• Assist the department head with organizing faculty meetings and coordinating special projects.
• Compose, proofread, edit, and approve communications, documents, and reports.
• Handle confidential information and maintain spreadsheets with departmental data.
• Correspond directly with applicants to answer questions, coordinate campus visits and travel, and schedule meetings with administrators, faculty, and students.
• Provide backup support to other administrative staff and the administrative coordinator as needed.

The candidate should have excellent verbal and written communication skills, attention to detail, interpersonal skills, the ability to manage deadlines, and the ability to work independently with a strong commitment to teamwork.

Proficiency in Office 365 (particularly Excel, Word, and Outlook) and Adobe Acrobat are required. Working knowledge of Penn State's Activity Insight, PTORP, WorkLion, and University's policies and procedures is preferred, as well as experience with social media and web content management.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired 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 $46,400.00 - $67,300.00.

Salary Structure - Additional 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.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belonging that supports both broad and specific 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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