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• 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 (EMS) is seeking a dynamic individual to become the new Administrative Assistant Supervisor for the College’s Energy Institute and Earth and Environmental Systems Institute. As the team lead for these two world-renowned institutes you'll be at the forefront of innovation, reporting directly to the EMS Chief of Staff. We're seeking someone with a passion for building relationships, a knack for detail, and an unwavering commitment to providing top-notch customer service to our esteemed faculty, postdocs, staff, and students. In this role, you'll not only support the visionary mission of our Institute Directors but also lead a restructured staff team to new heights of success. You will collaborate closely with other department team leads, as well as the College’s research administration, finance, and human resources teams. If you're ready to make an impact, join us on this exciting journey!  

The successful candidate will be responsible for the following:  

• Plan, organize, support, and coordinate daily office activities and administrative processes for the Institutes.

• Coordinate staff work assignments to ensure efficient workflow and processes; Train, supervise, mentor, and evaluate these personnel.

• In collaboration with the College’s finance office, monitor and maintain budgets, research funding, and endowments. Work with the Institute Directors on forecasting.

• Provide human resource support, processing all relevant forms and appointments in coordination with the College’s HR team and Penn State Global for Institute appointees.

• Greet visitors and provide information; review, respond to, and direct inquiries.

• Provide support for scheduling, personal calendars, travel arrangements, and reimbursements.

• Coordinate meeting logistics including scheduling, material preparation, and agendas.

• Compose, review, and distribute internal and external communications.

• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.

• Create and maintain files and databases.

• Maintain inventory and order office sup