Job Information
Pennsylvania State University Administrative Assistant (Faculty Coordinator), College of the Liberal Arts in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .
JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Willard Support Staff of African Studies (https://africanstudies.la.psu.edu/) , African American Studies (https://afam.la.psu.edu/) , and Women’s, Gender, and Sexuality Studies (https://wgss.la.psu.edu/) within the College of the Liberal Arts (https://la.psu.edu/) is seeking a detail-oriented and customer-focused Administrative Assistant to serve as its faculty coordinator.
The Administrative Assistant will work with department heads and faculty to assist in faculty promotion and tenure, re-appointments, hiring, and travel and research expenses. This will include answering questions, scheduling interviews and meetings, and assisting in ensuring that departmental, college, and university policies and procedures are adhered to.
Other responsibilities include but are not limited to:
Initiate hiring and appointment processes, forms, and letters
Coordinate procedures involved in the completion of appointment processes for faculty and other term appointments.
Coordinate data collection as it pertains to appointment processing, promotion and tenure, budget reporting, and workload reporting.
Maintain spreadsheet of faculty appointments; keep supervisor abreast of any changes.
Coordinate faculty searches: assist in job advertisement creation, organizing search materials, drafting offer letters and candidate communication.
Assist in the preparation of promotion and tenure dossiers, both tenure and non-tenure.
Assist with the coordination of securing outside evaluator letters for University Park faculty.
Prepare and organize teaching award nominations and dossiers for faculty, including requesting and collecting recommendation letters.
Manage faculty travel allotments and research accounts; coordinate the purchases from faculty requests.
Prepare and submit the financial reporting forms for expenditures and reimbursements.
Assist U.S. and international vendors with registration in the vendor system; act as point of contact for questions.
Ensure confidentiality of all files.
The Administrative Assistant will also provide backup support to others on the administrative team. This will include assisting faculty with visa issues.
During the summer, this position will support the Student Services Coordinator by processing course/certificate scheduling and additions, answering relevant questions, and summer graduation tracking.
Benefits include (visit https://hr.psu.edu/benefits (http://hr.psu.edu/current-employee/benefits) for more detailed information):
Medical, dental, vision, and retirement plans
75% tuition discounts (including for a spouse and dependent children up to the age of 26)
Generous vacation and sick time
15 paid holidays/campus closure days
Education and Experience: This position will be filled at the level of Intermediate Support or Senior Support, depending on the final applicant's experience and education. The Intermediate Support level requires a minimum of a High School Diploma/GED or Vocational Training/Degree for education and two years of relevant experience, or an equivalent combination of education and experience. Additional education and/or experience are required for higher-level positions.
Desired Qualifications:
Excellent verbal and written communication
Detailed- and customer service-oriented
Ability and willingness to learn job-related software
Excellent organization skills with the ability to manage and prioritize tasks
Ability to work independently and as a member of a team
In addition, successful candidates must either have demonstrated a commitment to building an inclusive, equitable, and diverse campus community, or describe one or more ways they would envision doing so, given the opportunity.
Additional Information : Candidates should submit a cover letter and resume as part of the application materials.
The College of the Liberal Arts is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.
After training, the Administrative Assistant will frequently use the following software and applications: Microsoft 365, SAP Concur, Qualtrics, Workday, WordPress, Elementor, CollegeNet-25Live, and the following which are specific to Penn State: LionPATH (student information system), WorkLion (central resource for HR services, payroll, attendance, etc.), SIMS (Strategic Information Management System), SIMBA (System for Integrated Management, Budgeting and Accounting), and other tools related to faculty activity and courses (FAIS, PTORP, SRTE, and CIMS).
Penn State is committed to and accountable for advancing diversity, equity, and inclusion in all of 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.
The salary range for this position, including all possible grades is:
$38,300.00 - $61,000.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - 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 (https://police.psu.edu/annual-security-reports) .
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW
Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.
Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)
PA State Labor Law Poster
Affirmative Action (https://policy.psu.edu/policies/hr11)
Penn State Policies
Copyright Information (https://www.psu.edu/copyright-information)
Hotlines
University Park, PA