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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Political Science and School of Public Policy at Penn State are seeking an Administrative Assistant - Supervisor, reporting directly to the Senior Administrative Support Manager.

The Administrative Assistant – Supervisor’s duties will primarily focus on four core areas – lead for processing financial documents for the Department and School, providing lead administrative and financial support to the Center for Social Data Analytics (C-SoDA), supervision of administrative staff, and alumni events management and oversight.

Responsibilities for each of these areas include but are not limited to:
 

Serve as Lead for Processing Financial Documents for the Department and School

• Communicate financial policies, procedures, and deadlines to faculty, staff, external guests, and vendors.

• Prepare and track financial documentation; maintain timely process of reimbursements and other financial tasks.

• Collaborate with leadership to create budgets and spending plans for alumni events; track and monitor event budgets.

Lead Administrative and Financial Support to C-SoDA:

• Manage the Center’s operating budget, provide periodic budget updates to the Director, and assist with preparation of end-of-year budget meeting documents.

• Process all financial documents and part-time research assistant hires for the Center.

• Coordinate Center research activity, externships, program evaluations and reporting for the Center’s Director. Administer and track annual C-SoDA Seed Grant program.

• Assist Director with preparation and submission of the Center’s annual report; maintaining necessary records to include.

• Coordinate events for the Center, including associated administrative and financial tasks; serve as onsite events contact and point person for visitors.

Supervision of Administrative Staff

• Serve as direct supervisor of Administrative Support Group Staff.

• Maintain employee schedules, manage absence requests, and approve timecards.

• Oversee direct reports' workload and tasks. Train, mentor, and backup support