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The Pennsylvania State University

Administrative Assistant Job at The Pennsylvania State University in University

The Pennsylvania State University, University Park, PA, United States

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 College of Engineering at Penn State is seeking an Administrative Assistant to provide support to the Office of Engineering Research Administration (OERA) and Associate Dean for Research. This will involve managing operational activities, monitoring budgets, assisting with administrative research processes, and developing and implementing changes to office procedures.

The successful candidate will have the following responsibilities:

  • Manage the operational activities of the office, ensure schedules are maintained and deadlines are met; set priorities; develop processes and procedures; and maintain confidential files.

  • Communicate with internal and external partners to disseminate and exchange information, resolve issues or concerns, and coordinate activities; represent the office in meetings and/or committees involving other administrative and academic units; support committees, take minutes, and record action items.

  • Participate in researching and preparing correspondence, reports, and presentations; review and check documents for completeness, accuracy, and conformance with applicable guidelines and requirements.

  • Manage administrative research tasks; monitor budgetary matters; ensure fiscal deadlines are met; assist in report preparation; review and approve financial transactions.

  • Support OERA with administrative processing tasks for research, including sub-award and account setup notifications and closeout reporting.

  • Interpret, communicate, monitor, and ensure compliance with PSU policies and procedures; implement changes in office processes and procedures; monitor human resources matters.

  • Coordinate, prioritize, and maintain schedule and calendar of meetings, appointments, and special events for Associate Dean of Research and Director of OERA; arrange meetings and coordinate travel arrangements.

Education & Experience:

  • High School Diploma/GED or Vocational Training/Degree, Minimum Experience 2+ years of relevant experience, Equivalency, Or an equivalent combination of education and experience

  • The successful candidate should have the ability to work well independently and as part of a team; show excellent judgment, organizational, proofreading, and interpersonal skills; and demonstrate personal initiative.

  • The ability to maintain strict confidentiality is essential. Proficiency in Microsoft Office applications is required; experience with travel planning, ERS (employee reimbursement system) and SAP Concur reimbursement, ShopOnLion (Penn State's online purchasing site) ordering, and SIMBA (financial system) reporting is desired.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

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

$38,300.00 - $55,500.00

Salary Structure - additional information on Penn State's 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 assault, 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 814-865-1473.

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University Park, PA