Administrative Assistant

APPLICATION INSTRUCTIONS:

• 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.

• 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.

• 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 Harold and Inge Marcus Department of Industrial and Manufacturing Engineering in Penn State’s College of Engineering is seeking a highly motivated, detail-oriented, and organized Administrative Assistant to provide advanced administrative and operational support for departmental activities and operations. This position will be filled at either the Intermediate or Senior Support level, depending on qualifications.

This key role supports departmental leadership, faculty, staff, students, and visitors by coordinating and managing a wide range of complex administrative and operational processes. The successful candidate will demonstrate strong organizational skills, sound judgment, and the ability to manage multiple priorities in a dynamic academic environment while maintaining a high level of professionalism and reliability.

Some key responsibilities include, but are not limited to:

• Serve as a departmental resource for procedural and system navigation; train and guide others informally on processes and use of systems

• Develop and maintain resource documents and process guidelines

• Serve as Budget Assistant approver role in University systems such as SIMBA, Workday, PSUBuy and SAP/Concur

• Prepare and analyze regular budget reports for various departmental funds

• Assist with or lead special projects or data collection as needed

• Coordinate and initiate a wide range of financial transactions (initiator role) by collecting, reviewing and preparing documentation for submission to the Finance OST Hubs (e.g. non-catalog purchase order requests, cash advance, p-card reconciliations, out-of-pocket reimbursements, journal entries, among others)

• Coordinate and administer the lifecycle of postdoctoral scholar and professional track faculty hiring

• Coordinate and manage all stages of visiting scholar and international visa cases

• Lead and support all stages of wage payroll appointments

• Assist with and at times, lead the planning and coordination of events

• Provide general administrative support such as fleet car reservations, maintain departmental records retention, marketing support, conference space reservations, etc.

• May supervise part-time staff or work study students

• Serve as back-up to the Administrative Manager as necessary

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Preferred Quailications:

• Strong attention to detail and organizational skills are essential, along with the ability to manage multiple priorities and deadlines effectively.

• The ideal candidate will demonstrate professionalism while fostering a respectful and collaborative work environment.

• Familiarity with Penn State policies and procedures is preferred. Proficiency with the Microsoft Office 365 suite (including Word, Excel, Outlook, and Teams), as well as experience with SIMBA, WorkLion, and Workday, is highly desirable.

For full consideration, applicants are encouraged to submit both a cover letter and a current resume with their application.

The College of Engineering is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

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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