Job Information
Pennsylvania State University Administrative Assistant, Eberly College of Science Office of Diversity and Inclusion 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:
In support of the Associate Dean for Diversity and Inclusion and the staff in the Eberly College of Science Office of Diversity and Inclusion (http://science.psu.edu/diversity) , the Administrative Staff Assistant is a critical member of the team and will need to work effectively with many offices in the College and across campus in support of activities of the office. With a primary focus to lead the administrative activities of the office, the Administrative Staff Assistant (Administrative Assistant- Senior Support) will report to the Associate Dean for Diversity and Inclusion and will analyze and maintain administrative operating practices and/or develop new procedures to support the needs of the office.
What you would be responsible for:
Provide administrative support to the Associate Dean for Diversity and Inclusion and the Office of Diversity and Inclusion staff including managing calendars, scheduling meetings, arranging travel, ordering office supplies, performing data entry
Lead administrative efforts for multiple college-wide strategic initiatives including the GUIDES program, the College’s Climate and Diversity Committee, Next STEPS Committee, Launch Conveners Committee, and the Rainbow Science Network by organizing and scheduling meetings, developing agendas, taking and dispersing meeting minutes, tracking attendance, organizing special events, managing and maintaining SharePoint sites, websites, and databases for each committee/program, communicating relevant information to committee members, and coordinating efforts with faculty and staff participants and stakeholders across the university
Establish and maintain the general office budget, resolve expenditures against multiple internal orders; assemble travel expenses and receipts, reconcile expenditures, and enter travel reimbursement in Concur; and prepare and process various financial reports in the System for Integrated Management, Budgeting, and Accounting (SIMBA)
Assist in the coordination and execution of signature events hosted by the office such as the office Open House, Welcome Day, First-Year in Science and Engineering (FISE) and Scholar events, and cultural month events by reserving rooms, arranging catering, ordering supplies, and communicating with attendees
Maintain the website and e-lists for the Office of Diversity and Inclusion and distribute office correspondence
Lead hiring efforts in the office including coordinating interviews, arranging schedules, and communicating with candidates, stakeholders, and hiring committee members
What would set you apart:
Advanced skills in MS Office such as Word, Excel, and SharePoint
Working knowledge of University business systems such as LionPath, WorkLion, Concur, and SIMBA
Excellent written and verbal communication skills
Exceptional customer service skills.
Excellent interpersonal, collaboration, and organizational skills
Ability to work with confidential information
Ability to prioritize, monitor deadlines, and coordinate several projects simultaneously
Flexibility and willingness to embrace new opportunities and challenges will be critical as well as having a positive record of working with diverse populations
Intercultural insights and background are important characteristics for this position
Education and Experience:
This position requires an associate's degree or higher plus four years of related experience, or an equivalent combination of education and experience.
Additional Information:
To apply, please submit a resume and a cover letter.
This position offers the potential for a flexible work arrangement that combines remote and on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process.
The Pennsylvania State University 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:
$42,100.00 - $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)
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University Park, PA