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.

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POSITION SPECIFICS​

The Pennsylvania State University, Department of Physics, is seeking a detailed-oriented and motivated Administrative Assistant - Supervisor to coordinate faculty affairs and provide direct support to the department head. This position offers a flexible work arrangement that combines remote and on-campus work.  Questions related to flexible work should be directed to the hiring manager during the interview process.

Position responsibilities will include but are not limited to the following:

• Provide administrative support to the department head by managing their calendar, schedule meetings and activities, and organize department events.
• Responsible for all administrative activities related to promotion and tenure, non-tenure line promotions, affiliate and courtesy appointments, faculty reviews, faculty activity reports, peer evaluations, sabbaticals, and award nominations.
• Coordinate and oversee the visiting scholar process.  Ensure proper paperwork is submitted.  Primary contact for visa processing.
• Supervise and backup one Administrative Assistant in the department.
• Responsible for hiring full-time hiring, creating job postings, initiating background checks, and the onboarding process.
• Assist the department head with organizing faculty meetings and coordinating special projects.
• Compose, proofread, edit, and approve communications, documents, and reports.
• Handle confidential information and maintain spreadsheets with departmental data.
• Correspond directly with applicants to answer questions, coordinate campus visits and travel, and schedule meetings with administrators, faculty, and students.
• Provide backup support to other administrative staff and the administrative coordinator as needed.

The candidate should have excellent verbal and written communication skills, attention to detail, interpersonal skills, the ability to manage deadlines, and the ability to work independently with a strong commitment to teamwork.   

Proficiency in Office 365 (particularly Excel, Word, and Outlook) and Adobe Acrobat are required. Working knowledge of Penn State’s Activity Insight, PTORP, WorkLion, and University’s policies and procedures is preferred, as well as experience with social media and web content management.

 

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