Apply on Employer Site

Penn State University · 1 day ago

Administrative Assistant, Dean's Office, College of IST

University Park, PA

Full-time

Onsite

Mid Level

$42K/yr - $61K/yr

4+ years exp

Penn State University is seeking an Administrative Assistant for the Dean's Office in the College of IST. The role involves providing administrative and operational support, managing budgets, and coordinating various office functions, including hiring processes and event planning.

Higher Education

No H1B

Responsibilities

Coordinate the hiring process for some of the college’s wage payroll employees and J-1 interns, ensuring paperwork, onboarding steps, and timelines are completed accurately

Provide administrative support to several college-level committees, including the Faculty Awards Committee and Faculty Council. Responsibilities include scheduling meetings, preparing agendas and materials, taking notes, tracking action items, and helping move follow-up tasks forward

Manage college-level elections to faculty committees by coordinating nominations, overseeing voting, tracking results, and communicating outcomes to faculty leadership

Manage all aspects of IST faculty and staff award nominations. This includes overseeing timelines, preparing nomination packets for committee review, maintaining the awards website, and assisting with logistics at the awards event in collaboration with the Events team

Lead planning and execution for several events sponsored by the dean’s office and provide support or coordination for other events as needed

Support the dean’s office supervisor in faculty affairs processes such as promotion and tenure documentation, faculty searches, and other faculty-related workflows

Provide backup calendar and meeting support for the dean, associate deans, and Chief of Staff when needed

Regularly review administrative guidelines and dean’s office web pages, serving as the first point of contact for questions, updates, and routing requests

Build, manage, and improve dean’s office workflows and tracking systems powered by Smartsheet, ensuring processes stay current and effective

Serve as backup to the dean’s office supervisor and receptionist during absences or peak periods

Review and approve faculty and administrative transactions in Workday, including adjunct and additional teaching assignments, supplemental pay, Teaching Assistant (TA)/Research Assistant (RA) appointments, and pay adjustments

Learn, understand, review and approve labor distribution plans in SIMBA for faculty, graduate assistants, and teaching assistants

Collaborate with the Research Manager and faculty to complete effort certifications and Sponsored Management Cost Sharing (SMCS) requirements

Initiate financial transactions in SIMBA and Workday. May assist in managing budgets for general funds, research grants, contracts and endowments

Assist faculty and graduate students with SAP/Concur forms for travel and group meals. Proficient knowledge of policies and procedures of SAP/Concur. Verify receipts and general policies for reimbursement

Process electronic forms, utilizing SIMBA relevant to all restricted and general funds. Approve journal entries (JE), and accounts payable (AP) transactions in SIMBA. Prepare and authorize (first-level approval path) purchase orders to include the sole source justification forms for any orders over $10K. Accept funds and prepare bank deposits

Collaborate with other members of the dean’s office team to support cross training, shared knowledge, and reliable cover of Budget Administrator duties

Qualification

Budget AdministrationWorkdaySIMBASAP/ConcurEvent PlanningOrganizationCommunicationTeam Collaboration

Required

Associate Degree

4+ years of relevant experience; or an equivalent combination of education and experience accepted

Proficient knowledge of policies and procedures of SAP/Concur

Ability to learn, understand, review and approve labor distribution plans in SIMBA for faculty, graduate assistants, and teaching assistants

Experience in managing budgets for general funds, research grants, contracts and endowments

Experience in processing electronic forms, utilizing SIMBA relevant to all restricted and general funds

Ability to approve journal entries (JE), and accounts payable (AP) transactions in SIMBA

Experience in preparing and authorizing purchase orders to include the sole source justification forms for any orders over $10K

Ability to collaborate with other members of the dean's office team to support cross training, shared knowledge, and reliable cover of Budget Administrator duties

Successful completion of background check(s) in accordance with University policies

Authorization to work in the U.S