Part Time - Academic Affairs - Administrative Support Assistant

The Pennsylvania State University; Mont Alto (Franklin County); On-site; USD 21,000 - 25,000; Part time

Job summary

Penn State Mont Alto is seeking a part-time Administrative Support Assistant for the Office of Academic Affairs. The role handles inquiries from students, faculty, staff, and University Park personnel, communicating information, directions, policies, and requests, with timely follow-up.

You will act as a liaison with deans, department heads, and associate deans, maintain calendars, draft correspondence, assist with expense reports and purchasing, and coordinate campus events and special projects

Qualifications

• Experience handling inquiries from students, faculty and staff.
• Proficiency with Microsoft Office Suite required; familiarity with SAP Concur and Workday preferred.
• Ability to maintain calendars and prepare correspondence.

Responsibilities

• Serve as contact person for Academic Affairs.
• Assist in handling inquiries from students, faculty and staff.
• Maintain DAA’s calendar and prepare correspondence.
• Assist with expense reports and purchasing including processing requests, placing orders and tracking orders.
• Oversee online SEEQ process for campus.
• Serve as SEEQ representative for the campus.
• Collect FARs and prepare materials for faculty evaluations.
• Coordinate and maintain peer evaluation records and student evaluations of faculty processes.
• Assist with compensation calculations and Workday processing for faculty before sending to Finance for review.
• Assist with the planning and coordination of campus events, meetings and gatherings which include scheduling, reservations, catering, etc.
• Assist with preparation of special projects, reports, surveys, and directories.
• Assist with the Promotion process by working with faculty and DAA to assemble confidential and complex dossiers for review.
• Other duties as assigned.

Skills

Customer service

Communication

Tools

Microsoft Office

SAP Concur

Workday

Job description

JOB DESCRIPTION AND POSITION REQUIREMENTS

Penn State Mont Alto is seeking a part-time administrative support assistant for the Office of Academic Affairs. In this role, you will handle inquiries from students, faculty, staff, University Park personnel, and others, communicate information, directions, policies, decisions, and requests, to students, faculty, and others, and ensure timely follow-up. In addition, you will act as the liaison with various academic and administrative offices, deans, department and division heads and University College associate deans and staff.

Responsibilities include maintaining calendars, composing correspondence, coordinating special events, conferences, and completing other administrative functions as required.

Job Duties

• Serve as contact person for Academic Affairs.
• Assist in handling inquiries from students, faculty and staff.
• Maintain DAA’s (Director of Academic Affairs) calendar and prepare correspondence.
• Assist with expense reports and purchasing which includes processing requests, placing orders and tracking orders.
• Oversee online SEEQ (Student Educational Experience Questionnaire) process for campus.
• Serve as SEEQ representative for the campus.
• Collect FARs (Faculty Activity Reports) and prepare materials for faculty evaluations.
• Coordinate and maintain ongoing peer evaluation records and student evaluations of faculty processes.
• Assist with compensation calculations and Workday processing for faculty before sending to Finance for review.
• Assist with the planning and coordination of campus events, meetings and gatherings which include scheduling, reservations, catering, etc.
• Assist with preparation of special projects, reports, surveys, and directories.
• Assist with the Promotion process by working with faculty and DAA to assemble confidential and complex dossiers for review.
• Other duties as assigned.

Proficiency with Microsoft Office Suite is required and familiarity with SAP Concur and Workday are preferred.

The opening is scheduled to work up to 20 hours per week. During the onboarding and training period, this position is expected to work on campus Monday through Friday. Upon completion, this role may be eligible for a limited hybrid work arrangement. This role is anticipated to continue through June 30, 2027, in alignment with the campus's planned transition and closure timeline.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

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.

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