Administrative AssistantDepartment Head in the Department of Architectural Engineering AE
Administrative AssistantDepartment Head in the Department of Architectural Engineering AE
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$ 42100 - 61000
1 Vacancy
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.
JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Architectural Engineering Department is seeking an Administrative AssistantSenior Support to support the Department Head in the Department of Architectural Engineering (AE) for numerous faculty processes including hiring promotion and tenure. This position reports directly to the Administrative Coordinator of AE. This is a term position funded for oneyear with the possibility of renewal.
The Department of Architectural Engineering 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.
This position will work both independently and collaboratively utilizing organizational skills and a high level of professionalism and discretion to complete this positions responsibilities which include but are not limited to:
Arrange travel for AE Department Head maintain the AE Department Heads calendar between leadership offices and departments and maintain project schedules that require complex meeting coordination and preparation with leadership.
Oversee and serve as the point of contact for the AE faculty promotion and tenure process and all dossiers to ensure compliance with University guidelines.
Manage AE committees including arranging logistics for committee meetings and writing and distributing minutes and backup materials. In addition coordinate the administrative support functions for the faculty search committee.
Coordinate itineraries for faculty candidates and organize search materials as well as maintainAE Faculty Search Database and all related materials.
Create proof and edit correspondence including presentations proposals reports and summaries. Review and check documents for completeness accuracy and conformance with applicable internal and universitylevel guidelines regulations and procedural requirements.
Provide support to AE Department Head for Industrial and Professional Advisory Council (IPAC) activities and coordinate all Outstanding Engineering Alumni (OEA) activities including assisting with nomination of alumni candidate preparing itinerary ordering plaque and assisting with travel as well as assisting with developing agendas and coordinating activities for the annual IPAC meeting and the OEA event.
Coordinate departmental faculty annual selfreport of activities and schedule AE Department Head direct report annual staff reviews. Compile information for annual faculty performance evaluations for the Department Heads review maintain tracking of extended reviews and coordinate and schedule evaluation meetings.
Oversee the collection of outside consulting reports and the state mandated faculty activity system. In addition oversee sabbatical leave requests College or University deadlines and apprise faculty of department.
Working as a part of the AE team this assistant will also receive backup support and assistance from the Administrative Coordinator for AE
Monitor and manage gift funds stated in eSteward and report on development activities to the Department Head. Manage and create office procedures and disseminate to Faculty
After training the Department Head Assistant will work with various software including Microsoft Office 365 Workday and DocFinity as well as those specific to Penn State:
WorkLion (collection of general HR information and resources along with an inquiry system)
FAIS (Faculty Activity Insight System)
PTORP (Promotion and Tenure Online Reviewing System)
Education and Experience: Minimum requirements for this position include an Associates Degree and 4 or more years of relevant experience or an equivalent combination of education and experience.
Additional Qualifications:
Demonstrated ability to be detailoriented
Excellent communication (both verbal and written) and interpersonal skills
Driven to provide excellent customer service
Ability and willingness to learn jobrelated software
Demonstrated ability to be proactive and take initiative
Application Instructions:
For full consideration applicants must include a cover letter and resume with their application.
Review of applications will commence immediately and continue until the position is filled.
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 belongingthat supports both broad and specific equity initiatives leverages theeducational and institutional benefits of inclusion in society and provides opportunities for engagement intended to help all members of thecommunity thrive. We value belonging as a core strength and anessential element of the universitys teaching research and servicemission.
The salary range for this position including all possible grades is:
$42100.00 $61000.00Salary Structure additional information on Penn States job and salary structure.
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 and other matters. The ASR is available for review here.
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW
Penn State is an equal opportunity affirmative action 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.
Employment Type
Full-Time
