Administrative Assistant—Department Head in the Department of Architectural Engineering (AE)

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Architectural Engineering Department is seeking an Administrative Assistant—Senior Support to support the Department Head in the Department of Architectural Engineering (AE) for numerous faculty processes, including hiring, promotion, and tenure. This position reports directly to the Administrative Coordinator of AE.

The Department of Architectural 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.

This position will work both independently and collaboratively, utilizing organizational skills and a high level of professionalism and discretion, to complete this position's responsibilities, which include but are not limited to:

• Arrange travel for AE Department Head, maintain the AE Department Head’s calendar between leadership offices and departments, and maintain project schedules that require complex meeting coordination and preparation with leadership.

• Oversee and serve as the point of contact for the AE faculty promotion and tenure process and all dossiers to ensure compliance with University guidelines.

• Manage AE committees, including arranging logistics for committee meetings and writing and distributing minutes and backup materials. In addition, coordinate the administrative support functions for the faculty search committee.

• Coordinate itineraries for faculty candidates and organize search materials, as well as maintain AE Faculty Search Database and all related materials.

• Create, proof, and edit correspondence, including presentations, proposals, reports, and summaries. Review and check documents for completeness, accuracy, and conformance with applicable internal and university-level guidelines, regulations, and procedural requirements.

• Provide support to AE Department Head for Industrial and Professional Advisory Council (IPAC) activities and coordinate all Outstanding Engineering Alumni (OEA) activities, including assisting with nomination of alumni candidate, preparing itinerary, ordering plaque, and assisting with travel, as well as assisting with developing agendas and coordinating activities for the annual IPAC meeting and the OEA event.

• Coordinate departmental faculty annual self-report of activities and schedule AE Department Head direct report annual staff reviews. Compile information for annual faculty performance evaluations for the Department Head's review, maintain tracking of extended reviews, and coordinate and schedule evaluation meetings.

• Oversee the collection of outside consulting reports and the state mandated faculty activity system. In addition, oversee sabbatical leave requests, College or University deadlines, and apprise faculty of department.

• Working as a part of the AE team, this assistant will also receive back-up support and assistance from the Administrative Coordinator for AE

• Monitor and manage gift funds stated in eSteward and report on development activities to the Department Head. Manage and create office procedures and disseminate to Faculty

After training, the Department Head Assistant will work with various software, including Microsoft Office 365, Workday, and DocFinity, as well as those specific to Penn State:

• WorkLion (collection of general HR information and resources, along with an inquiry system)

• FAIS (Faculty Activity Insight System)

• PTORP (Promotion and Tenure Online Reviewing System)

Education and Experience: Minimum requirements for this position include an Associate's Degree and 4 or more years of relevant experience, or an equivalent combination of education and experience.

Additional Qualifications:

• Demonstrated ability to be detail-oriented

• Excellent communication (both verbal and written) and interpersonal skills

• Driven to provide excellent customer service

• Ability and willingness to learn job-related software

• Demonstrated ability to be proactive and take initiative

Application Instructions:

• For full consideration, applicants must include a cover letter and resume with their application.

• Review of applications will commence immediately and continue until the position is filled.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belonging that supports both broad and specific 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.

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. 

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.

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