Administrative Support Assistant For Operations

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Dean’s Office in the College of Health and Human Development is seeking an Administrative Assistant to perform a wide variety of complex administrative functions in support of the college’s Operations. The Administrative Assistant will work closely with various levels of staff and faculty.

Responsibilities of this role include:

• Serves as the Parking Chair for the college, overseeing the management of parking permits for faculty and staff, maintaining records, and serving as the liaison to the Parking Office.

• Serves as the Local Access Coordinator for the Dean’s Office, managing the distribution of keys and building access for Dean’s Office employees.

• Manages the approval of conference room requests for specific conference rooms overseen by the Dean’s Office and coordinates with the Facilities team to accommodate room set-up requests.

• Provides high-level administrative support for the Assistant Dean for Operations, including scheduling meetings and calendar activities, providing comprehensive reporting in support of special projects, etc.

• Provides scheduling support for other central administrative functions within the college, including coordinating schedules and itineraries for candidate interviews.

• Serve as the budget administrator for college operations, including financial approvals, Labor Distribution, etc.

• Enters Work Orders for OPP maintenance requests for the Dean’s Office.

• Creates profiles on the HHD website for new employees and removes outdated profiles. Coordinates with HR and other units to keep the faculty/staff directory updated.

• Assists with the shared administrative responsibilities of the Dean’s Office administrative team, including monitoring the main phone line and HHD email account, taking monthly inventory and re-stocking supplies, and updating the Dean’s Office phone directory and listserv.

• Serves as the college’s Records Management Liaison.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion 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, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission. In HHD, enriching the lives of others is our mission. We believe in the power of human capacity for growth and live that mission by meeting challenges, both big and small, with excitement and energy every day. We invite you to come grow with us.

Education and Experience:

Requires an Associate's Degree or higher plus four years of relevant experience or an equivalent combination of education and experience.

Preferred Skills and Experience:

Familiarity with human resources information systems, financial systems, access control systems, Office 365 applications, and records management is preferred. The successful candidate should have strong organizational skills, excellent communication skills, critical thinking skills, the ability to maintain confidentiality, and a keen desire to improve organizational processes and support the success of others. Candidates should also be able to work across departments, consistently strive for excellence in customer service, and demonstrate a genuine appreciation for working with diverse audiences.

Application Instructions:

For full consideration, applicants must include a cover letter and resume with their application.

Work Schedule:

This position offers a flexible work arrangement that combines remote and on-campus work. Questions about flexible work should be directed to the hiring manager during the interview process.

Benefits Information:

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to generous vacation time (18 days per year; accrued every month), sick time (12 days a year; accrued every month) and paid holidays (13 per calendar year). Please visit https://hr.psu.edu/benefits for more detailed information.

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

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: