Department Head Assistant - College of IST

The Pennsylvania State University; University Park (PA, TX); Hybrid; USD 42,000 - 61,000; Full time

Job summary

The College of Information Sciences and Technology at Penn State is seeking an Administrative Assistant-Senior Support to provide essential administrative support to department heads. This role involves managing schedules, coordinating faculty hiring processes, and assisting with promotion and tenure activities, all within a collaborative and dynamic environment. The position offers a hybrid work arrangement and a competitive salary range.

Benefits

75% tuition discount for employees and eligible family members

Comprehensive medical, dental, and vision coverage

Robust retirement plans

Substantial paid time off

Qualifications

• 4+ years of relevant experience or equivalent education.
• Familiarity with faculty processes, including promotion and tenure.

Responsibilities

• Oversee calendars, travel plans, and meeting schedules for department heads.
• Coordinate faculty hiring and manage search materials.
• Support department heads in annual reviews and onboarding activities.

Skills

Proactive

Detail-oriented

Interpersonal skills

Communication skills

Education

Associate Degree

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 College of Information Sciences and Technology (IST) is seeking an Administrative Assistant-Senior Support to provide administrative support to three department heads within the college. As part of a centralized administrative team, this position will support the department heads and numerous faculty processes within each department, including hiring, annual reviews, promotion and tenure, and other special projects. This position will report to the Dean's Office Manager. The Department Head Assistant will work both collaboratively and independently to execute this position's responsibilities, which include but are not limited to:

• Oversee the calendar, travel plans and meeting schedule for each department head. Coordinate regular department meetings and special events including lectures, workshops and recognition events

• Coordinate itineraries for faculty hiring, create and manage search materials, provide support to faculty search committees and manage relevant Workday tasks as needed

• Provide support to department heads related to faculty annual reviews, sabbaticals and 5-year reviews, as well as faculty onboarding activities

• Support faculty members and department heads in the promotion and tenure and non-tenure line promotion processes, ensuring high quality dossier preparation and submission. Work closely with the dean's office to confirm accuracy in materials and adherence to timelines

• Manage department expenses and provide support to the department heads in overseeing the department budget

• Create, proof and edit department head correspondence, including presentations, proposals, reports and summaries. Review and check documents for completeness, accuracy and conformance with applicable college and university-level guidelines, regulations and procedural requirements

Additional Qualifications:

• Demonstrated ability to be proactive and to take initiative

• Familiarity with faculty processes, including promotion and tenure

• Ability to respond to changing priorities and to be detail-oriented

• Excellent interpersonal and communication skills and ability to work effectively with confidential information

Work Arrangement: This position is eligible to work in a hybrid schedule every week, with 3 days in the office and 2 days remotely, as determined by the supervisor and the needs of the role.

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 $42,100.00 - $61,000.00.

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.

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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