Administrative Assistant, College of the Liberal Arts
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.
Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.
POSITION SPECIFICS
The Office of the Dean in the College of the Liberal Arts is seeking a customer-focused Administrative Assistant.
The Administrative Assistant will coordinate the day-to-day administrative activities of the Office of the Dean, providing support to not only the Dean, but also the Associate Deans and the Dean’s staff.
Key Responsibilities:
Serve as the first point of contact for customers, visitors, and telephone inquiries; process incoming mail.
Provide calendar support for the Dean, Executive Assistant, Facilities Manager, and Events Manager.
Provide support to the college’s Human Resources unit as requested.
Organize annual budget meetings and compile necessary documentation.
Order and maintain office supplies inventory.
Other responsibilities of the Administrative Assistant include but are not limited to:
Assist with the hiring process for high-level positions, including itineraries, scheduling, and communications.
Manage financial transactions and ensure compliance with records management policies.
Assist the College's Facilities Manager with key and parking assignments, distribution, and management.
Help the Events Planner coordinate College events, including logistics, materials, and publicity.
Manage the College’s DocFinity system and provide user support.
Maintain College databases, electronic filing systems, and records.
The Administrative Assistant will routinely handle high-level confidential and sensitive requests when completing the responsibilities of this position.
Qualifications:
Excellent written, verbal, and effective communication skills
Inclusive and respectful when working with others
Demonstrated willingness to learn complex information
Proven ability to exercise discretion and judgment when handling confidential information
Excellent attention to detail and ability to manage multiple tasks simultaneously
Demonstrated ability to thrive in collaborative, team-oriented environments
Basic proficiency with Microsoft Office 365
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
Application Instructions:
To be considered, applicants must upload a cover letter and resume.
Additional Information:
This position is fully on-site at Penn State’s University Park Campus. Typical hours for this position will be Monday through Friday, 8:00 a.m. to 5:00 p.m. ET.
The College of the Liberal Arts is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.
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 $38,300.00 - $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. 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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