Department Head Assistant

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Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The Harold and Inge Marcus Department of Industrial and Manufacturing Engineering at the Pennsylvania State University is seeking to hire a highly motivated individual to serve as the Administrative Assistant (Senior Support) to the department head. The Department Head Assistant will support the department head by helping manage critical tasks, including calendar, alumni relationship coordination, Promotion and Tenure, and faculty recruiting, as well as other duties as assigned.

The Administrative Assistant supports the general administrative functions of a wide variety of academic or administrative operations, including greeting/referring/assisting visitors, customers, or staff; preparing documents and reports; compiling records; scheduling meetings; organizing and maintaining information; coordinating calendars; analyzing data, including budgetary expenditures; and providing general office support.

• Greet visitors and provide information; review, respond to, and direct inquiries; Resolve inquiries and ensure compliance with work unit and/or University policies and procedures

• Arrange logistics for scheduling appointments and meetings, personal calendars, and travel arrangements, and coordinate meeting logistics, including scheduling, material preparation, agendas, and minutes

• Serve as the Alumni Relations Coordinator by providing administrative and logistical support for the department's Industrial and Professional Advisory Council (IPAC). Coordinate alumni activities, proactively manage stewardship of alumni donors, prepare letters to and maintain alumni files. Coordinate visit itineraries, meeting packets, and travel arrangements

• Coordinate social events for alumni and donor events; coordinate all Outstanding Engineering Alumni (OEA) events for the department

• Attend eSteward workshops and training sessions; acknowledge gifts, run and extract reports in eSteward

• Coordinate and assist with faculty Promotion and Tenure (P&T) activity by proactively monitoring P&T deadlines, candidate deliverables, committee functions such as Peer Teaching Evaluations, and assist with dossier preparation

• Support faculty recruiting efforts by coordinating correspondence with applicants, travel arrangements as needed and preparing interview schedules and itineraries

• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals; Compose, review, and distribute internal and external communications

• Maintain inventory and order office supplies; arrange for equipment maintenance, such as copier maintenance

• Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as a point of contact with vendors

• May interview, train, and direct the work of other support staff, students, and wage payroll personnel

• Create and maintain files and databases; may perform non-routine and confidential administrative duties, as well as other duties as assigned by the head of the department and the administrative manager

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

The College of Engineering 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.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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.

EEO IS THE LAW

Penn State is an equal opportunity 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.

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