Administrative Assistant - Intermediate Support

Pennsylvania State University University Park, PA Full-time Administration / Clerical

Posted on May 6, 2024

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Administrative Assistant - Intermediate Support

Penn State Shenango is seeking a candidate for an Administrative Assistant - Intermediate Support. This individual should be a highly motivated, organized, and detail-oriented professional who will provide excellent administrative support for the Office of Academic Affairs. This office directs Penn State Shenango's academic programs and faculty. This position will manage multiple responsibilities in support of this work.
Responsibilities for this position include but are not limited to the following:

Provide staff support for the Campus Director/Chief Academic Officer (CDCA) and the Assistant Director of Academic Affairs (ADAA).
Assist the Assistant Director of Academic Affairs in hiring, monitoring, and evaluating all adjunct faculty.
Schedule meetings for the Assistant Director of Academic Affairs.
Process and track spending in the Academic Affairs budgets.
Track workloads and supplements for all full-time and adjunct faculty.
Provide support for searches, including assistance with itineraries/travel.
Work with Human Resources to support the onboarding and hiring process for all new full-time and adjunct faculty. Assure all adjunct hires are onboarded correctly, including processing I-9 and other forms.
Provide staff support for promotion and tenure process to ensure documents are accurate and complete and deadlines are met.
Coordinate and oversee the processing of financial and human resources forms; coordinate office equipment purchases and material.
Prepare and maintain database of adjunct contacts and budget details.
Oversee faculty travel and Professional Development by arranging, processing, and reconciling all travel related expenses.
Maintain record of faculty travel.
Serve as the point of contact for purchasing office supplies for the office of Academic Affairs.
Work with the Office of Global Programs for onboarding international hires.
Provide clerical and administrative support for academic-related events, including the Student Research Fair, Faculty Lecture Series, and other programs as needed.
Order textbook desk-copies for all campus faculty.
Provide clerical support to campus Faculty Senate.
Assist Strategic Communication with purchasing and updating faculty webpage information.
Assign all student ratings of teaching effectiveness.
Maintain database of syllabi, instructors, semester classes, and budgetary detail for each instructor.
Assist the Assistant Director of Academic Affairs/ in hiring and onboarding tutors for the Shenango Academic Resource Center (SHARC).

Education and Experience
This position typically requires a High School Diploma/GED or Vocational Training/Degree plus 2 years of related experience or an equivalent combination of education and experience. Excellent communication, writing, interpersonal and organizational skills are a necessity to success in this role.

Proficiency with Microsoft Office (Word, Excel and Outlook in particular) is required. Experience with LionPATH (Penn State student portal), OneDrive, iTwo (database), Adobe Acrobat, and SAP/Concur are strongly preferred.

For full consideration, applicants must upload a cover letter and resume with their application. For any questions, please contact Dr. Elaine Andrews, Assistant Director of Academic Affairs, at eja12@psu.edu.

Penn State Shenango is committed to and accountable for advancing diversity, equity, inclusion, and sustainability 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 in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

Apply online at https://psu.wd1.myworkdayjobs.com/PSU_Staff/job/Penn-State-Shenango/Administrative-Assistant---Intermediate-Support_REQ_0000055567-1

CAMPUS SECURITY CRIME STATISTICS: For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to http://www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.

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.

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