Administrative Assistant

APPLICATION INSTRUCTIONS

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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.

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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.

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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.

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POSITION SPECIFICS​

The Department of Entomology in the College of Agricultural Sciences is seeking an Administrative Assistant (Senior Support) to serve as staff assistant to the Department Head, performing complex, detailed tasks to support academic and administrative responsibilities.

The selected candidate will

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• Oversee and coordinate departmental promotion and tenure process, annual reviews and senior faculty reviews.
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• Attend monthly department faculty meetings and create meeting minutes in electronic format.
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• Assist with the management of department endowments in eSteward.
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• Assist with preparing material for annual department report.
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• Coordinate faculty recruiting campaigns; arrange itineraries; and prepare materials and reports. Oversee planning and coordination of internal and external department
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• functions (set up seminars, arrange meals, lodging, travel, equipment, etc.). Periodically assist with planning functions for national meetings.
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• Maintain the calendar of the Department Head, coordinate meetings within the department, college, and university.
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• Serve as a department financial initiator and process various budget forms through SIMBA and Service Now, as needed.
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• Assist Department Head with analyzing reports on enrollment trends, extramural funding trends, grant submissions, award rates, and year-over-year changes etc.
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• Assist administrative manager with financial budget management and serve as back up financial approver.
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• Act on routine matters and refer others to appropriate personnel.
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• Delegate work as appropriate and assist with problem resolution and development of new procedures.
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• Perform administrative duties assigned by Department Head and Administrative Manager.
• This is a hybrid position. Questions related to flexible work should be directed to the hiring manager during the interview process.

Qualifications

Required qualifications

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• Possess excellent communication, organizational, and interpersonal skills.
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• Ability to work with little or no supervision, multi-task, and be pro-active in preparing for deadlines.

Preferred qualifications

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• Proficiency in SIMBA, SAP Concur, eSteward, Activity Insight and Microsoft Office desired.
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• Working knowledge of university systems and experience in an academic department.
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• Strong financial knowledge and background

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

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 $44,628.00 - $64,668.00.

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 university’s teaching, research, and service mission.

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