Administrative Support Assistant 3

Penn State University

University Park Campus
Campus City:
University Park, PA
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
03 – F – Non-exempt
Work Unit:
College of Engineering
Electrical Engineering
Full/Part Time:


The Penn State Department of Electrical Engineering in the School of Electrical Engineering and Computer Science (EECS), College of Engineering, is seeking an energetic, motivated, and experienced Administrative Support Assistant to join our highly productive team. Electrical Engineering is a large and diverse department with numerous collaborations and partnerships on and off-campus. This position initiates, tracks the status and manages hiring paperwork for all levels of human resources appointments for the department for standing, non-standing faculty, staff, technical services, fixed term I and II Instructors/Teaching Professors, postdoctoral scholars, wages, and visiting scholars from initiation of the position via Workday to ensure completion of the hiring business process. This position serves as the main liaison with the College Human Resources office. The successful candidate will serve as the main international visa coordinator on all matters related to visas, visa extensions/changes of visa types and permanent residency packets and will provide counsel and offer advice to faculty, coordinating all visa’s, including initiation of required paperwork via the iSTART system and will initiate the department check-in-process for all incoming scholars, monitoring through to completion including H1B, Permanent Residency, and J Visa processes. This position manages/maintains database of assigned appointments, maintains position-related department guidelines and hiring check sheets. This position manages the online application and distribution process for hiring of graders and lab assistants. Also serves as a backup financial assistant and processes financial related requests, reconciliation of their P card charges, ERS reports, purchase orders for the EE administrators, fixed term instructors/faculty, IT department (equipment, software purchases, etc.). Additionally, assist with stockroom PO purchases for student lab software/equipment/etc. Also, serves as back up for direct bills, OPP billing transfer/audits, clears CRFN, process inter-departmental fund transfer, SRFCs, and JVs for EE Department related purchases. The candidate is responsible for notifying faculty with TCP/ITAR funding of visitors. This individual will assist with supplemental payments for faculty and instructors and with preparation and coordination of moderately complex projects. Serve as back-up approver on some IBIS HR forms. This person is expected to work collaboratively as a team member, but also be comfortable working independently as needed. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience. This job prefers knowledge and proficiency in Microsoft Office 365 (Word/Excel/Access), IBIS, EJMS, Adobe PDF, and Workday, as well as familiarity with iSTART and visa policies and procedures. Professional representation required with excellent verbal and written communication and interpersonal skills, high level of attention to detail and organization, the flexibility to handle multiple tasks concurrently, and have a genuine appreciation in working with diverse audiences. This person is expected to work collaboratively as a team member, but also be comfortable working independently as needed.

These salary bands have been established to provide salary guidelines for staff positions.

Salary Band Minimum Midpoint Maximum
A $16,584 $24,456 $32,328
B $18,240 $26,904 $35,556
C $19,728 $29,592 $39,456
D $21,708 $32,568 $43,416
E $24,312 $36,468 $48,612
F $27,228 $40,848 $54,456
G $30,012 $45,744 $61,500
H $34,188 $52,140 $70,080
I $38,988 $59,424 $79,908
J $43,716 $67,740 $91,812
K $50,712 $78,600 $106,488
L $58,836 $91,176 $123,528
M $68,232 $105,756 $143,292
N $80,508 $124,788 $169,068
O $93,492 $147,252 $201,024
P $110,340 $173,760 $237,192
Q $126,396 $199,056 $271,728
R $151,668 $238,872 $326,088