Hybrid Administrative Assistant for Dean’s Office & Events

Penn State University; University Park (IL); Hybrid; USD 41,000 - 59,000; Full time

Benefits offered by this job

Tuition discount 75%

Full benefits package

Job summary

Penn State University is seeking an Administrative Assistant at the Intermediate Support level to provide day-to-day support for the dean’s office. Responsibilities include greeting visitors, preparing documents, coordinating calendars, and managing general office needs.

The role reports to the Dean’s Office Supervisor and requires maintaining confidentiality. Hybrid work arrangement with regular on-site presence at University Park, including in-office days each week.

Qualifications

• Strong organizational skills with attention to detail and follow-through.
• Ability to adapt to changing priorities and growth.
• Ability to work collaboratively and independently.
• Ability to establish and maintain relationships with faculty, staff, students, and partners.
• Excellent interpersonal and communication skills with confidential information.
• Willingness to embrace new opportunities and challenges.
• Advanced skills in MS Office (Word, Excel, SharePoint).

Responsibilities

• Coordinate the hiring process for wage payroll employees, including onboarding steps and timelines.
• Support college-level committees by scheduling meetings, preparing agendas, and taking notes.
• Manage elections for faculty committees and communicate outcomes to leadership.
• Oversee nominations and awards logistics for faculty awards and events with the Events team.
• Lead planning and execution for dean’s office events and related coordination.
• Handle travel, reimbursements, purchases, and budget-related activities.
• Support faculty processes such as promotions and tenure documentation and searches.
• Coordinate Faculty Mentor activities and related meetings for new faculty.
• Provide backup calendar and meeting support for the dean and leadership.
• Review administrative guidelines and serve as first point of contact for questions.

Skills

Organization skills

MS Office

Education

GED or HS + 2+ years experience

Tools

Smartsheet

PSU Buy

SharePoint

Job description

Penn State University is seeking an Administrative Assistant at the Intermediate Support level to provide day-to-day support for the dean’s office. Responsibilities include greeting visitors, preparing documents, coordinating calendars, and managing general office needs.

The role reports to the Dean’s Office Supervisor and requires maintaining confidentiality. Hybrid work arrangement with regular on-site presence at University Park, including in-office days each week.