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• 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 Support Assistant (Senior Support) provides advanced administrative and operational support for the units departmental operations compliance activities and academic administration. This position coordinates complex deadline-driven processes related to grant funding oversight international visitors postdoctoral scholars graduate funding promotion and tenure and departmental operations. The role supports a centralized financial model by emphasizing monitoring guidance and compliance rather than transactional processing.

Responsibilities include but are not limited to:

• Independently plan organize and coordinate administrative processes supporting departmental operations and compliance.

• Monitor and track department Teaching Assistant and graduate funding allocations including research-supported graduate assistants; provide guidance to faculty and administrators on appropriate funding use and timelines.

• Serve as a resource to faculty staff and students regarding purchasing travel field work/shipping logistics and reimbursement procedures in a centralized initiation environment. Support large research teams with logistics relating to tower leases and other monthly recurring costs.

• Review financial and operational information for completeness and compliance; identify issues trends or risks and coordinate resolution with central offices. May serve as initiator for departmental transactions and recurring pcard transactions needed for research.

• Process J-1 visa applications and related documentation and serve as department liaison for international visitors and visiting scholars coordinating with faculty and central offices to ensure compliance with immigration and onboarding requirements.

• Serve as the primary administrative resource for Postdoctoral hiring and appointment coordination including onboarding reappointments and separations.

• Oversee the administrative preparation of promotion and tenure dossiers coordinating with department and college committees to track deadlines assemble materials ensure accuracy and maintain confidentiality.

• Serve as backup to the Administrative Support Manager for human resourcesrelated information procedural guidance and departmental operational support during peak periods or staff absences.

• Interpret University and unit policies; assess administrative risk resolve issues and recommend process improvements to support evolving service models

• Perform non-routine confidential and sensitive administrative duties and serve as proxy as authorized.

• Serve as backup for posting hiring onboarding and terminating part-time student employees.

MINIMUM EDUCATION WORK EXPERIENCE & REQUIRED CERTIFICATIONS

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

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 .

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