Office Assistant to the Assistant Dean of Transportation Technology

Overview

Following standard procedures, this person will perform administrative and secretarial duties for the School of Engineering Technologies, as well as the Assistant Dean of Transportation.

 

Benefits include: medical and dental insurances, retirement plans, paid time off, educational benefits for employees and dependents at Penn College and Penn State University, and more. For additional information, click here.

Qualifications

EDUCATION

• Associate's Degree In a related discipline OR equivalent combination of education and experience. Required

EXPERIENCE

• Two (2) years of administrative secretarial or business administrative experience. Required
• Experience in an academic setting. Preferred

ABILITIES AND SKILLS

• Interpersonal skills necessary to deal effectively and courteously with students, faculty, staff, and the public. Required
• Ability and willingness to adopt the philosophy of the School of Engineering Technologies and serve as a role model to students, staff, and faculty. Required
• Knowledge of office procedures and proficiency in the composition of letters, meeting minutes and record keeping. Required
• Knowledge of school and college policies, procedures, and operations. Required
• Developed organizational skills to include ability to prioritize functions and time management. Required
• Ability to resolve routine problems with accuracy and composure. Required
• Ability to work independently, applying critical thinking skills to projects and daily situations. Required
• Capable of dealing with a variety of assignments simultaneously. Required
• Ability to work effectively and efficiently in a changing and challenging, high stress environment. Required
• Ability to handle sensitive and personal information and files in complete confidence. Required
• Functional ability with integrated computer software applications utilized in the office, e.g., Word, Excel, Outlook, Colleague, enterprise resource planning software, EMS, etc. Required

 

Responsibilities

• Provide administrative support for the Assistant Dean(s).
• Provide limited support as needed to Department Heads / Lead Faculty.
• Provide assistance to callers and visitors to the school/division office as well as provide coverage to other School secretaries/office assistants when they are out.
• Respond to questions about all School offerings.
• Coordinate master schedule timeline/process with department heads and assistant dean(s), to include performing a final audit prior to submission to Registrar.
• Assist faculty and students with scheduling.
• Distribute class rosters, schedules, advising profiles and other pertinent materials; and collect and compile and forward such materials to appropriate offices.
• Accumulate and prepare for the Dean and Assistant Dean(s) the master schedule, enrollment and staffing reports, including low enrolled sections, excess overloads, and other reports as directed.
• Process various forms for students/faculty such as course substitution, nontraditional credit verification, alternative curriculum, drop/add forms, teaching preferences and incomplete contracts.
• Coordinate the inventory supply process for the division.
• Assist the Assistant Dean(s) with the coordination of capital, operating, and grant budgets.
• Process budget transfers and chargebacks as requested.
• Prepare mailings directed by supervisor.
• Initiate/prepare replies to routine correspondence for the Assistant Dean(s). Maintain the Assistant Dean(s) appointment calendar and prepare reminders and notify the appropriate parties.
• Maintain filing/retrieval systems.
• Arrange/process requests and reimbursement for staff development and travel accommodations for School office personnel and the Assistant Dean(s) direct reports as per policy; maintain required records.
• Prepare parttime teaching agreements for the Assistant Dean(s) direct reports and faculty in ET for Dean/Assistant Dean approval.
• Initiate online processing of part-time/overload faculty pay for the School.
• Process personnel action forms for division positions; maintain applicant folders, arrange search committee meetings, interviews, applicant travel arrangements and on campus interview days.
• Process purchase orders as requested by the Assistant Dean(s) and for the School office.
• Process work orders for the School Office, other departments as requested.
• Sort, distribute, collect, and compile a variety of materials for the school or division, such as profiles, academic review material, commencement award nominations, and wee