Administrative Support Assistant 4 (Department Head Assistant)
Penn State University
- University Park Campus
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- 04 – G – Non-exempt
- Work Unit:
- College Of Agricultural Sciences
- Plant Pathology and Environmental Microbiology
- Full/Part Time:
The Department of Plant Pathology & Environmental Microbiology is seeking an Administrative Assistant to the Department Head. The assistant will provide administrative support to unit leader by organizing and assisting with special projects, tracking completion of action items, setting internal deadlines for external commitments, collecting and formatting entries for reports and presentations, managing task forces and a part time wage payroll employee, maintaining the heads calendar, making travel arrangements, reserving meeting spaces, developing weekly correspondence with the department and centers, maintaining databases, preparing class and workshop materials, keeping confidential files and records, generating reports, composing correspondence, and ensuring timely dissemination of information. The assistant supports the faculty by being responsible for the Promotion and Tenure process for the department. The assistant monitors activities and collects materials for annual reviews, departmental reports, and news items, coordinates submission and is the proof reader for AES proposals and reports, updates faculty handbook, provides onboarding assistance to international students and scholars by providing help with VISA's/Hl B1s/DS2019's application process for international visitors, students and Post -Doctoral Scholars. The assistant is responsible for onboarding for all members to include but not limited to trainings (safety, ERS, p-card, SIMS, My Research Portal, Sari, Cleary Act, Civil Rights, & Child Abuse etc.), keys, computer access, ID card and parking. The assistant greets visitors, answers questions/inquiries and directs, and refers inquiries to relevant personnel. Typically requires a High School diploma or higher plus three years of related experience, or an equivalent combination of education and experience. Essential requirements: excellent interpersonal and organizational skills, attention to detail, a team player, have a positive attitude, a self-motivator and the ability to coordinate and manage several projects simultaneously while prioritizing appropriately. Strong proofreading skills and exceptional telephone and customer service skills are a must. Candidate must possess excellent communication (both verbal and written), good organizational, and problem-solving skills along with the ability to work with a high level of accuracy and confidentiality. The successful candidate must demonstrate a genuine appreciation in working with diverse audiences. Requires strong proficiency with MS Office suite including Word, Excel, and Outlook. Experience with Access and FileMaker Pro would be helpful.
These salary bands have been established to provide salary guidelines for staff positions.