Department Head Assistant
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Job Location:
University Park, IL - USA
Monthly Salary:
$ 42100 - 61000
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
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 additional information on remote work at Penn State seeNotice to Out of State Applicants.
POSITION SPECIFICS
The Administrative Assistant supports the general administrative functions of a wide variety of academic or administrative operations including greeting/referring/assisting visitors customers or staff; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data including budgetary expenditures; and providing general office support.
Greet visitors and provide information; review respond to and direct inquiries; Resolve inquiries and ensure compliance with work unit and/or University policies and procedures
Arrange logistics for scheduling appointments and meetings personal calendars and travel arrangements and coordinate meeting logistics including scheduling material preparation agendas and minutes
Serve as the Alumni Relations Coordinator by providing administrative and logistical support for the departments Industrial and Professional Advisory Council (IPAC). Coordinate alumni activities proactively manage stewardship of alumni donors prepare letters to and maintain alumni files. Coordinate visit itineraries meeting packets and travel arrangements
Coordinate social events for alumni and donor events; coordinate all Outstanding Engineering Alumni (OEA) events for the department
Attend eSteward workshops and training sessions; acknowledge gifts run and extract reports in eSteward
Coordinate and assist with faculty Promotion and Tenure (P&T) activity by proactively monitoring P&T deadlines candidate deliverables committee functions such as Peer Teaching Evaluations and assist with dossier preparation
Support faculty recruiting efforts by coordinating correspondence with applicants travel arrangements as needed and preparing interview schedules and itineraries
Collect organize research and analyze information and data to prepare reports presentations summaries contracts and proposals; Compose review and distribute internal and external communications
Maintain inventory and order office supplies; arrange for equipment maintenance such as copier maintenance
Support and coordinate special events; reserve spaces develop itineraries prepare materials coordinate work between teams and serve as a point of contact with vendors
May interview train and direct the work of other support staff students and wage payroll personnel
Create and maintain files and databases; may perform non-routine and confidential administrative duties as well as other duties as assigned by the head of the department and the administrative manager
MINIMUM EDUCATION WORK EXPERIENCE & REQUIRED CERTIFICATIONS
Associate Degree 4 years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: NoneThe College of 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.
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 $42100.00 - $61000.00.Salary Structure - Information on Penn States salary structure
Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional 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 .
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 universitys teaching research and service mission.
Key Skills
- Succession Planning
- Customer Service
- GM Vehicles
- Management Experience
- Retail Sales
- Performance Management
- Teaching
- Administrative Experience
- Budgeting
- Leadership Experience
- negotiation
- Research Laboratory Experience
About Company
Penn State is a major, public, research-I university serving Pennsylvania and the global community. Learn more about our undergraduate, graduate, and doctoral degree programs.
