Administrative Assistant, Dean's Office, College of IST

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POSITION SPECIFICS

The Administrative Assistant provides day-to-day administrative and operational support for the dean's office. This includes greeting and assisting visitors, preparing documents and reports, scheduling meetings and reserving space, coordinating calendars, and managing general office needs. The Administrative Assistant will also serve as the college Budget Administrator and will work closely with the dean's office leadership team.

Administrative Responsibilities

• Coordinate the hiring process for some of the college's wage payroll employees and J-1 interns, ensuring paperwork, onboarding steps, and timelines are completed accurately.
• Provide administrative support to several college-level committees, including the Faculty Awards Committee and Faculty Council. Responsibilities include scheduling meetings, preparing agendas and materials, taking notes, tracking action items, and helping move follow-up tasks forward.
• Manage college-level elections to faculty committees by coordinating nominations, overseeing voting, tracking results, and communicating outcomes to faculty leadership.
• Manage all aspects of IST faculty and staff award nominations. This includes overseeing timelines, preparing nomination packets for committee review, maintaining the awards website, and assisting with logistics at the awards event in collaboration with the Events team.
• Lead planning and execution for several events sponsored by the dean's office and provide support or coordination for other events as needed.
• Support the dean's office supervisor in faculty affairs processes such as promotion and tenure documentation, faculty searches, and other faculty-related workflows.
• Provide backup calendar and meeting support for the dean, associate deans, and Chief of Staff when needed.
• Regularly review administrative guidelines and dean's office web pages, serving as the first point of contact for questions, updates, and routing requests.
• Build, manage, and improve dean's office workflows and tracking systems powered by Smartsheet, ensuring processes stay current and effective.
• Serve as backup to the dean's office supervisor and receptionist during absences or peak periods.

Budget Administrator Responsibilities

• Review and approve faculty and administrative transactions in Workday, including adjunct and additional teaching assignments, supplemental pay, Teaching Assistant (TA)/Research Assistant (RA) appointments, and pay adjustments.
• Learn, understand, review and approve labor distribution plans in SIMBA for faculty, graduate assistants, and teaching assistants.
• Collaborate with the Research Manager and faculty to complete effort certifications and Sponsored Management Cost Sharing (SMCS) requirements.
• Initiate financial transactions in SIMBA and Workday. May assist in managing budgets for general funds, research grants, contracts and endowments.
• Assist faculty and graduate students with SAP/Concur forms for travel and group meals. Proficient knowledge of policies and procedures of SAP/Concur. Verify receipts and general policies for reimbursement.
• Process electronic forms, utilizing SIMBA relevant to all restricted and general funds. Approve journal entries (JE), and accounts payable (AP) transactions in SIMBA. Prepare and authorize (first-level approval path) purchase orders to include the sole source justification forms for any orders over $10K. Accept funds and prepare bank deposits.
• Collaborate with other members of the dean's office team to support cross training, shared knowledge, and reliable cover of Budget Administrator duties.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

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.

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