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.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The College of Earth and Mineral Sciences seeks a dedicated and detail-oriented Administrative Assistant to oversee critical administrative functions in the Department of Materials Science and Engineering. This role focuses on supporting hiring processes, immigration services, budgetary operations, and data management to ensure the smooth functioning of the department.

Responsibilities include, but are not limited to:

• Coordinate hiring processes for wage payroll, visiting scholars, postdoctoral scholars, and Federal Workstudy students.

• In partnership with Global Programs, serve as the primary liaison for visa sponsorships, including J-1, H1-B, and permanent residency applications.

• Prepare offer letters, guide faculty on visa options, and assist incoming scholars with onboarding and payroll appointments.

• Monitor end dates and facilitate extensions for visiting scholars and postdoctoral appointments.

• Monitor departmental budgets and maintain accurate records of expenditures.

• Collect and organize data to support departmental reports, presentations, and proposals.

• Compile information for contracts, agreements, and other administrative summaries.

Education and Experience 

Requires an Associate Degree and four or more years of relevant experience or an equivalent combination of education and experience. 

Preferred Experience/Skills:

• Knowledge of Microsoft Office 365 systems (Teams, Word, Excel, Forms, SharePoint, OneDrive, etc.) 

• Knowledge of standard office procedures  

• Excellent interpersonal and communication skills 

• Success in an office environment where organizational skills are crucial to be effective  

• Interest in learning job-related software, like Prophix financial software, etc.

• Knowledge of the University’s System for Integrated Management, Budgeting, and Accounting - SIMBA (SAP/S4HANA) and SAP Concur desired 

• Ability to be detail-oriented   

• Ability to work with a high level of professionalism, both independently and collaboratively, as a member of a team  

• Demonstrates a genuine appreciation for working with diverse populations  

Application Instructions
To be fully considered for this position, applicants must submit a cover letter and a resume through our online application.

Diversity, Equity, and Inclusion Statement
The Pennsylvania State University’s College of Earth and Mineral Sciences is committed to fostering a diverse,