Administrative Assistant for the Associate Dean of Access, Equity, and Inclusion

Job description

APPLICATION INSTRUCTIONS: 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 ​ The Pennsylvania State University is seeking an Administrative Assistant for the Associate Dean of Access, Equity, and Inclusion. The Administrative Assistant reports directly to the Associate Dean and is responsible for managing and coordinating daily operations, while providing high-level administrative and financial support. Due to the sensitive nature of some issues handled in the Dean's suite, confidentiality is essential. This position is integral to advancing the College of Education’s mission of inclusive excellence by supporting the Associate Dean’s Office in the development, implementation, and coordination of equity-centered initiatives, programs, and activities for faculty, staff, and students. The Administrative Assistant will also provide administrative, operational, and programmatic support for the Office of Education and Social Equity (OESE). Additional information on the key College and University initiatives this position will support is highlighted below. Responsibilities include but are not limited to: Executive and Leadership Support Manage the calendars and task lists of the Associate Dean. Manage conference travel and budget for the Associate Dean and OESE staff. Analyze information for special projects and reports, drafting handbooks, newsletters, and other materials. Office Operations and Administration Oversee daily office operations, establish priorities, coordinate workflows, ensure deadlines are met, and develop procedures that support efficient and effective administration of the office and affiliated units. Develop, maintain, and safeguard confidential records, databases, mailing lists, and electronic communication systems to support effective office operations and information management. Provide support in ensuring adherence to College and University policies and procedures. Respond to student inquiries and assist with student-related matters. Financial Management and Budget Administration Review and approve financial transactions within established guidelines. Assist in the preparation of short- and long-range budget plans. Support the management of general, restricted, and grant-funded accounts by monitoring expenditures, processing reconciliations, maintaining financial records, and assisting with budget reporting. Human Resources and Personnel Support Provide administrative support for employee onboarding, offboarding, appointments, and Workday transactions. Support OESE staff with work-study assignments. Committee and Governance Support Coordinate committee meetings and ensure all associated materials are prepared and distributed in a timely manner, and handle all related communications promptly. Event and Program Support Coordinate events, special projects, and programs such as seminars, workshops, and banquets. Provide administrative and programmatic support for student-focused initiatives, events, and activities, serving as a resource to students and families while ensuring a positive and responsive experience. Gather related receipts and prepare expense reconciliation documents associated with programs and events. The Administrative Assistant is also expected to handle student and faculty matters with confidentiality, foster and maintain an inclusive environment, and work collaboratively with administrative assistants in the dean’s suite. This position will also acquire and demonstrate knowledge of university policies, procedures, and systems related to student and academic affairs. Qualifications: Demonstrated experience managing complex calendars, coordinating meetings, and balancing multiple priorities in a fast-paced environment Experience managing financial transactions, processing reconciliations, and maintaining accurate financial records Effective verbal and written communication skills Exceptional interpersonal skills with the ability to communicate professionally and collaborate with stakeholders across all organizational levels Excellent organizational and project management abilities with experience coordinating multiple concurrent activities while meeting established deadlines Demonstrated initiative, sound judgment, and the ability to work independently with minimal supervision Demonstrated analytical and problem-solving skills with experience improving processes and implementing solutions Outstanding attention to detail and accuracy, with proven ability to prioritize work and consistently produce error-free deliverables Experience providing administrative support to senior leaders, including deans, academic administrators, executives, and other high-level officials, is preferred. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None Important Application Instructions : Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume. Additional Information: The College of Education 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. The Administrative Assistant will also work with various software including Workday, Google Docs, and Microsoft 365 (including Outlook and Teams), as well as the following which are specific to Penn State: SIMBA (System for Integrated Management, Budgeting and Accounting) LionPATH (Penn State’s student information system) WorkLion (collection of general HR information and resources, along with an inquiry system) Programs and Initiatives Supported The Administrative Assistant supports a variety of College and University initiatives, including but not limited to: Associate Dean Initiatives Equity Team and Coalition Holmes Scholars Program Bunton-Waller Graduate Scholars Equity Fellows Faculty retreats College-wide meetings and initiatives sponsored by the Associate Dean Other programs and activities in support of students, faculty, and staff Office of Education and Social Equity Initiatives Summer College Opportunity Program in Education (SCOPE) Student events and programming Recruitment and outreach activities Community partnerships 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 $44,628.00 - $64,668.00. 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