Administrative Assistant - Dean's Office, College of IST

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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 College of Information Sciences and Technology is seeking an Administrative Assistant, at the Intermediate Support level. The Administrative Assistant provides day-to-day administrative and operational support for the dean’s office. This includes greeting and assisting visitors, preparing documents and reports, scheduling meetings and reserving space, coordinating calendars, and managing general office needs. This position reports directly to the Dean’s Office Supervisor. Due to the sensitive nature of some issues handled in the dean’s office, confidentiality is essential.
Responsibilities: Key responsibilities of the position include the following:
Coordinate the hiring process for some of the college’s wage payroll employees, ensuring paperwork, onboarding steps, and timelines are completed accurately.
Provide administrative support to several college-level committees, including the Faculty Awards Committee and Faculty Council. Responsibilities include scheduling meetings, preparing agendas and materials, taking notes, tracking action items, and helping move follow-up tasks forward.
Manage college-level elections to faculty committees by coordinating nominations, overseeing voting, tracking results, and communicating outcomes to faculty leadership.
Manage administrative aspects of IST faculty and staff award nominations. This includes overseeing timelines, preparing nomination packets for committee review, maintaining the awards website, and assisting with logistics at the awards event in collaboration with the Events team.
Lead planning and execution for several events sponsored by the dean’s office and provide support or coordination for other events as needed.
Provide administrative support for select financial and operational activities, including travel, reimbursements, purchasing, and budget-related processes, and serve as a knowledgeable resource for faculty and staff on related college and university procedures. Coordinate purchasing requests through PSU Buy.
Support the dean’s office supervisor in faculty affairs processes such as promotion and tenure documentation, faculty searches, and other faculty-related workflows.
Support the Faculty Mentor process and assignments for new faculty; coordinate related meetings for peer groups.
Provide backup calendar and meeting support for the dean, associate deans, and Chief of Staff when needed.
Regularly review administrative guidelines and dean’s office web pages, serving as the first point of contact for questions, updates, and routing requests.
Build, manage, and improve dean’s office workflows and tracking systems powered by Smartsheet, ensuring processes stay current and effective.
Serve as backup to the dean’s office supervisor and receptionist during absences or peak periods..
Successful candidates will exhibit the following:
Strong organizational skills with exceptional attention to detail and follow-through.
Demonstrated ability to adapt to changing priorities, evolving responsibilities, and organizational growth.
Demonstrated ability to work collaboratively as part of a team while also maintaining responsibility for independently assigned work.
Ability to establish and maintain effective working relationships with faculty, staff, students, and university partners.
Excellent interpersonal and communication skills and ability to work effectively with confidential information.
Willingness to embrace new opportunities and challenges.
Advanced skills in MS Office, such as Word, Excel, and SharePoint.
Additional Information
To be fully considered for this position, applicants are required to upload a cover letter and resume. It is recommended that you upload one document with all materials enclosed.
Work Arrangement
This position offers a hybrid work schedule but requires regular on-site presence at the University Park location, with multiple in-office days each week.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; Relevant education accepted in lieu of experience
Required Certifications:
None
Preferred successful candidates will exhibit the following:
Strong organizational skills with exceptional attention to detail and follow-through.
Demonstrated ability to adapt to changing priorities, evolving responsibilities, and organizational growth.
Demonstrated ability to work collaboratively as part of a team while also maintaining responsibility for independently assigned work.
Ability to establish and maintain effective working relationships with faculty, staff, students, and university partners.
Excellent interpersonal and communication skills and ability to work effectively with confidential information.
Willingness to embrace new opportunities and challenges.
Advanced skills in MS Office, such as Word, Excel, and SharePoint.
Additional Information
To be fully considered for this position, applicants are required to upload a cover letter and resume. It is recommended that you upload one document with all materials enclosed.
Work Arrangement
This position offers a hybrid work schedule but requires regular on-site presence at the University Park location, with multiple in-office days each week.
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 $40,608.00 - $58,836.00.
Salary Structure - Information on Penn State's salary structure
Penn State provides a co