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Reference #: REQ_0000058400 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 Pennsylvania State University is committed to ensuring that diversity, equity, and inclusion are central to the success of a world-class research institution. We are concerned uniquely with the institutional change required for visioning and realizing a more socially just university.

Toward that end, Student Affairs invites applications for an Administrative Assistant position supporting the Assistant Vice President for Diversity, Equity, and Inclusion in Student Affairs. The position is responsible for providing high-level administrative support and coordination to the Assistant Vice President for Diversity, Equity, and Inclusion in Student Affairs, with general ad hoc support for the AVP's team, which consists of Adult Learner Programs and Services, the Center for Sexual and Gender Diversity, the Center for Spiritual and Ethical Development, the Gender Equity Center, the Center for Social Change and Belonging, the Penn State Parent's Program, and the Paul Robeson Cultural Center.

Under the direction of the Assistant Vice President, the Administrative Assistant will:

Serve as front-line point-of-contact: collect, refer, and handle requests and inquiries; engage departmental staff as appropriate.

Maintain the Assistant Vice President's calendar; coordinate and schedule with internal and external contacts; and schedule/cancel appointments, as needed.

Monitor budgets: ensure that fiscal deadlines are met, handle purchasing cards and other financial transactions including the ordering of supplies, equipment for staff, and other materials. Additionally, while supporting the Assistant Vice President, this role will support budget and financial transactions for the Center for Social Change and Belonging (CSCB) and Adult Learner Programs and Services (ALPS).

Prepare financial and operational reports and assist with preparation of short- and long-range budget planning as needed.

Handle general office needs: manage equipment and repair, oversee various event/meeting reservations; provide backup for other administrative offices supported by the Assistant Vice President as needed.

Plan, manage, coordinate, publicize, and implement special events and projects, including staff professional development gatherings and various community focused student gatherings that occur during each academic semester.

Coordinate and support the work of various committees with the oversight of the Assistant Vice President.

Attend various meetings; prepare agendas, record, and distribute minutes as needed.

Coordinate functions such as seminars, workshops, and/or other planned events including related travel, lodging, meals, etc.

Analyze and review information for projects and reports, including, but not limited to, handbooks, newsletters, articles, etc.

Train, support, and assist unit level support staff as needed in budget management, administrative oversight, program planning, etc.

Assist and coordinate various staff and position searches as they arise.

Process Human Resources forms as needed.

Oversee various needs across the diversity, equity, and inclusion units; establish and assign priorities as needed; ensure schedules are maintained and deadlines are met; while working to develop consistent processes and procedures.

Serve a resource regarding word processing, database management, and spreadsheet software issues; demonstrate expert skills in the use of software and/or programs pertinent to position.

Skills and Knowledge This role requires a high degree of organization and professionalism, comfort with administrative processes and systems, attention to detail, and multitasking. Openness to learning new processes and skills is expected.

Required skills and knowledge include:

Excellent written, oral, and interpersonal communication skills.

Excellent planning, organizational, budget, and computer skills.

Demonstrated ability to handle sensitive and confidential internal and external communications.

Competency in the use of Microsoft Office 365 (particularly Word, Excel, Outlook, SharePoint, and Teams).

Experience working with online forms such as Qualtrics or Microsoft Forms.

Working knowledge of or willingness to learn budget management and accounting systems and expense reimbursement and settlement systems.

Experience with diverse teams and commitment to creating a climate of diversity, equity, and inclusion at Penn State.

Ability to build trust, create allies, and sustain mutually respectful relationships with administrators, faculty, staff, students, and external collaborators.

Minimum qualifications Four or more years of related experience with an associate's degree or higher, or an equivalent combination of education and experience, is required.

For full consideration, applicants must submit a cover letter of interest and a resume. General work hours for the position are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Benefits for full-time employees at Penn State include (visit https://hr.psu.edu/benefits for more detailed information):

Medical, dental, vision, and retirement plans

Tuition discounts (including for a spouse and dependent children up to the age of 26)

Generous vacation time and sick time

16 paid holidays/campus closure days

The Pennsylvania State University and Student Affairs are committed to and accountable for advancing diversity, equity, and inclusion in all its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission. Student Affairs upholds that mission through our commitment to developing an equity-minded community that fosters students' academic, social, cultural, and personal growth.

The salary range for this position, including all possible grades is: $42,100.00 - $61,000.00

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

Employment with the University will require successful completion of background check(s) in accordance with University policies.

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