Administrative Support Assistant for Academic Affairs
Penn State University
Penn State Hazleton is seeking an Administrative Support Assistant for Academic Affairs. The position will report to the Chief Academic Officer and will provide support to the Associate Chief Academic Officer. This position provides administrative support in a busy service-oriented environment which includes extensive contact with faculty, students and fellow staff on campus and across the University - in person, via email, and by phone. The successful candidate will assist faculty by answering questions and providing information, locating desired information and materials, facilitate the purchasing of teaching supplies and technology as well as faculty and Academic Affairs staff travel and grant needs, process faculty and academic affairs staff travel and other expenses/reimbursements. The successful candidate will support the administrative business functions of the department by assisting in the hiring, promotion and tenure processes for faculty, organizing and scheduling the faculty evaluation process, maintaining and updating the departmental website or databases, preparing personnel action forms and position authorizations as directed, and verifying and processing student and part-time employee time records. Will collaborate with administrative support staff from the Chancellor’s Office to organize and conduct departmental and campus events, as directed, by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs. Will contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds. This job will be filled as a level 3, or level 4, depending upon the successful candidate's competencies, education, and experience. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience for a level 3. Additional experience and/or education and competencies are required for higher level jobs. Previous experience supporting a team preferred, but not required. A college-level degree and work experience in an educational setting is strongly preferred. Experience with Workday highly preferred. Applicants are required to submit a cover letter, resume, and a list of at least three professional references; other information pertinent to the position may also be included. Review of applicants will begin immediately and continue until a suitable candidate is identified. The position demands a high level of confidentiality; the ability to quickly learn new systems and functions as needed and to troubleshoot issues as they arise; a high-level of self-direction and accountability; and the capacity for teamwork across campus, including collaboration with faculty on various project and initiatives. Candidate must thrive in an environment with changing priorities, diverse demands, multiple deadlines, and continual advancement in terms of technology, digital competency, and customer service to students, faculty and other staff. The ideal candidate will have exceptional communication skills, strong support of diversity, effective personal and interpersonal skills, and writing and editing skills. This position also requires a high degree of organization with excellent time management skills and the ability to shift priorities and multi-task in order to meet aggressive deadlines and unplanned needs. Experience with Microsoft Office applications required.
These salary bands have been established to provide salary guidelines for staff positions.