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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.
POSITION SPECIFICS
The Administrative Support Assistant (Senior Support) provides advanced administrative and operational support for the unit’s departmental operations, compliance activities, and academic administration. This position coordinates complex, deadline-driven processes related to grant funding oversight, international visitors, postdoctoral scholars, graduate funding, promotion and tenure, and departmental operations. The role supports a centralized financial model by emphasizing monitoring, guidance, and compliance rather than transactional processing.
Responsibilities include, but are not limited to:
Independently plan, organize, and coordinate administrative processes supporting departmental operations and compliance.
Monitor and track department Teaching Assistant and graduate funding allocations, including research-supported graduate assistants; provide guidance to faculty and administrators on appropriate funding use and timelines.
Serve as a resource to faculty, staff, and students regarding purchasing, travel, field work/shipping logistics, and reimbursement procedures in a centralized initiation environment. Support large research teams with logistics relating to tower leases and other monthly recurring costs.
Review financial and operational information for completeness and compliance; identify issues, trends, or risks and coordinate resolution with central offices. May serve as initiator for departmental transactions and recurring pcard transactions needed for research.
Process J-1 visa applications and related documentation and serve as department liaison for international visitors and visiting scholars, coordinating with faculty and central offices to ensure compliance with immigration and onboarding requirements.
Serve as the primary administrative resource for Postdoctoral hiring and appointment coordination, including onboarding, reappointments, and separations.
Oversee the administrative preparation of promotion and tenure dossiers, coordinating with department and college committees to track deadlines, assemble materials, ensure accuracy, and maintain confidentiality.
Serve as backup to the Administrative Support Manager for human resources–related information, procedural guidance, and departmental operational support during peak periods or staff absences.
Interpret University and unit policies; assess administrative risk, resolve issues, and recommend process improvements to support evolving service models
Perform non-routine, confidential, and sensitive administrative duties and serve as proxy as authorized.
Serve as backup for posting, hiring, onboarding, and terminating part-time student employees.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.
SALARY & BENEFITS
The salary range for this position, including all possible grades, is $42,100.00 - $61,000.00.
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.
The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.
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