Administrative Assistant, Office of the Dean (Ross and Carol Nese College of Nursing)

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 ​ Join the Dean's Office of the Ross and Carol Nese College of Nursing as an Administrative Assistant and play a critical role in supporting the faculty, students, and leaders who shape the future of nursing education. This highly visible position serves as a key operational partner for the college, coordinating faculty compliance, accreditation support, clinical placement approvals, contracts administration, and executive office operations. The Administrative Assistant will thrive in a collaborative environment where organization, initiative, and attention to detail directly contribute to the college's academic and professional success. Responsibilities include but are not limited to: Faculty Compliance and Records Management Ensure faculty compliance with the Pennsylvania State Board of Nursing by tracking license renewals and policy updates. Manage onboarding documentation for new hires and maintain internal/state-level records. Draft and distribute communications; maintain databases and resolve compliance-related inquiries. Administrative Support for the Dean’s Office Coordinate daily operations, manage administrative workflows, and support office logistics. Serve as the first point of contact for visitors and inquiries; provide general information and assistance. Handle facilities-related tasks including key distribution, parking, and calendar scheduling. Assist with confidential and non-routine administrative tasks for the Dean’s Executive Assistant. Coordinate special events, including space reservations, itineraries, and materials preparation. Collaborate with internal departments to ensure smooth event and project execution. Contracts and Clinical Placement Coordination Cross-train with the Contracts Coordinator to manage agreement renewals and student placement approvals. Oversee Pennsylvania State Board of Nursing approval process for clinical placements and coordinate international agreements. The Administrative Assistant will also collect, analyze, and organize data for reports, presentations, and official documentation, as well as provide administrative support to college committees (e.g., preparing agenda and taking meeting minutes). Qualifications: Effective written and verbal communication skills Excellent interpersonal skills with a professional, inclusive, and respectful approach when working with others Demonstrated ability to anticipate needs, take initiative, and proactively support leaders Excellent organizational skills and a proven track record of managing competing priorities, responding to last-minute requests, and meeting deadlines Ability to assess situations quickly, exercise sound judgment, and respond effectively to unexpected challenges Outstanding attention to detail and accuracy Driven to provide excellent customer service Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive information 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: After training, the Administrative Assistant will also work with various software including Microsoft Office 365, Workday, and SAP Concur. This position will report to the Dean’s Executive Assistant. The Ross and Carol Nese College of Nursing 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. 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