Penn State University·University Park, Pennsylvania
The Administrative Assistant will coordinate faculty affairs, including recruitment, appointments, and promotion and tenure processes. They will also manage administrative tasks such as travel account monitoring, visa processing, and supporting departmental leadership.
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. Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants. POSITION SPECIFICS Join the College of the Liberal Arts as an Administrative Assistant to serve as a faculty affairs coordinator for the Department of Sociology and Criminology. The Administrative Assistant will coordinate and support a broad range of faculty affairs and administrative functions, including recruitment, appointments, promotion and tenure, faculty reviews, and related academic processes. You will be a key administrative partner to faculty, departmental leadership, and university colleagues in managing essential academic and faculty affairs initiatives. Responsibilities include but are not limited to:
Coordinating the faculty recruitment, promotion, and tenure processes is one of the key responsibilities of the Administrative Assistant. This involves: Managing preparation and submission of documents and dossiers Advising on policy, procedures, and deadlines Arranging committee meetings to review dossiers Overseeing the final preparation and submission of the dossiers Assisting faculty with forms, reports, and deadlines Other Key Responsibilities: Coordinate the faculty recruitment process: prepare advertisements, support search committees, arrange logistics for campus visits Create offer letters; process faculty appointments and immigration applications; assist others with form requirements and compliance Monitor the faculty travel account balances; assist faculty in submitting financial paperwork Manage the sabbatical leave process and other departmental faculty affairs issues Serve as the liaison to the Office of Global Programs to coordinate the visiting scholar planning and visa process Work closely with the Lead Administrative Support Coordinator and may serve as back-up when needed
Excellent organizational capabilities and a proven record of reliable, timely task completion Effective written and verbal communication skills, with the ability to work both independently and collaboratively as part of a team Excellent interpersonal skills; inclusive and respectful when working with others Detail-oriented and driven to provide excellent customer service Demonstrated ability to be proactive and take initiative Ability to exercise discretion and judgment when handling confidential and sensitive documents and matters MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience Required Certifications: None Important Application Instructions: Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.
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. Important Note: In accordance with College guidelines, this position requires a minimum of three days per week of on-site work at the designated work location. BACKGROUND CHECKS/CLEARANCES Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S. SALARY & BENEFITS The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00. 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. Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines
Candidates must have a high school diploma or GED and at least two years of relevant experience. Strong organizational, communication, and interpersonal skills are required to handle sensitive academic processes effectively.
Market context
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