Administrative Assistant - Dean's Office, College of IST

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The College of Information Sciences and Technology is seeking an Administrative Assistant, at the Intermediate Support level. This position reports directly to the Dean's Office Supervisor and is responsible for supporting the daily operations of the dean's suite, while also providing high-level administrative, financial and event support. Due to the sensitive nature of some issues handled in the dean's office, confidentiality is essential.

The ideal candidate will have familiarity with executive level office responsibilities as well as University faculty affairs guidelines and procedures. They will be capable of simultaneously handling multiple tasks, working with direction from the Dean's Office Supervisor.

Responsibilities: Key responsibilities of the position include the following:

• Provide high-level administrative support to the dean and associate deans as part of our centralized support structure, with tasks including the management of calendars, meeting preparation, travel arrangements, special projects, etc.

• Provide support to the faculty affairs processes that are overseen by the dean's office. Facilitate the Faculty Peer Review process.

• Assist faculty in hiring postdoctoral scholars, part-time employees, interns and visiting scholars. Process visa forms for international hires.

• Coordinate college-wide town halls and other special events as needed.

• Work closely with the college's Finance Office and assist in processing Workday forms and approvals. Handle college wide purchases and reimbursements.

• Process routine correspondence to and from the dean's office, as well as special mailings.

• Work collaboratively with the dean's office administrative team to establish best practices, standardized procedures and priorities in support of the dean and associate deans, and to ensure reception area coverage, general office maintenance, etc.

Successful candidates will exhibit the following:

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

• An understanding of University faculty affairs guidelines and procedures.

• Exceptional collaborative and organizational skills.

• An appreciation for professional development and professionalism in the work environment.

• Ability to prioritize, monitor deadlines, and coordinate several projects simultaneously, both independently and for the team.

• Willingness to embrace new opportunities and challenges.

• Advanced skills in MS Office, such as Word, Excel, and SharePoint.

Education and Experience
This position requires a High School Diploma/GED or Vocational Training/Degree and at least two years of relevant experience or an equivalent combination of education and experience.

Additional Information
To be fully considered for this position, applicants are required to upload a cover letter and resume. It is recommended that you upload one document with all materials enclosed.

Work Arrangement
This position offers a hybrid work schedule but requires regular on-site presence at the University Park location, with multiple in-office days each week.

Benefits
Penn State offers competitive benefits to full-time employees, including medical, dental, vision, retirement plans, and tuition discounts in addition to generous vacation time (18 days per year; accrued every month), sick time (12 days a year; accrued monthly) and paid holidays (14 per calendar year). Please visit https://hr.psu.edu/benefits for more detailed information.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: