Administrative Assistant

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 location. For additional information on remote work at Penn State, see Notice to Out of State Applicants. POSITION SPECIFICS The Pennsylvania State University College of Engineering Deans Office invites applications for the position of Administrative Assistant to support the executive leadership team. Supporting the Associate Dean for Education, this role serves as a key liaison among faculty, staff, administrators, and central offices, ensuring efficient operations, policy compliance, and effective communication. Serve as a first point of contact at the Deans office, managing phone and walk-in inquiries with professionalism and care. Provide comprehensive administrative support to academic leadership, including calendar management, meeting coordination, document management, and communications. Manage operational activities and office procedures to support academic programs and administrative units. Maintain records, Teams sites, and shared resources to ensure accessibility and accuracy. Manage and support large-scale academic events and initiatives such as commencement and accreditation. Collect and organize necessary documentation such as receipts, travel information, and related materials to submit to the appropriate financial hubs for processing. Serve as a liaison between the research office and the financial hubs at both the college and university levels. Prepare and analyze faculty accounts, including start-up, RIF, gift funds, chairs, and endowments. Provide backup support to the Administrative Managers for budget-related functions and processes. Pull data in preparation for budget meetings. Manage labor distributions. Monitor and approve financial documents and transactions in Penn State systems and act as a department initiator. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None This position will be filled at the Administrative Assistant - Senior Support level. Successful candidate is preferred to have: Excellent written and verbal communication, customer service, and interpersonal skills. Ability to manage multiple priorities, meet overlapping deadlines, and work both independently and collaboratively. High level of accuracy, professionalism, and discretion. Proficiency with Microsoft Office 365 applications. Working knowledge of Penn State financial, HR, and administrative systems. Familiarity with university policies, procedures, and higher education administrative environments. How to apply: To be considered, candidates must submit a cover letter and resume. Given the operational nature of this position, this employee will be expected to follow Penn States standard 40-hour work schedule from 8:00 a.m. - 5:00 p.m., Monday through Friday, with very limited remote work available. 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 $42,100.00 - $61,000.00. Salary Structure - Information on Penn State's salary structure Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In 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 814-865-1473. Penn State 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. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines Theres a reason Penn State consistently ranks among the top one percent of the worlds universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom its the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvanias sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters more than half a million strong driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.