Administrative Assistant, College of Arts and Architecture

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.

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POSITION SPECIFICS​

The Office of the Associate Dean for Academic Affairs and Undergraduate Education in the College of Arts and Architecture is seeking an Administrative Assistant to play a key role in advancing student success and supporting strategic initiatives.

This position supports a wide range of functions, including undergraduate admissions, academic affairs, budget and finance operations, signature events, stewardship activities, and general front-line customer service.

In this student-centered and fast-paced environment, the Administrative Assistant will confidently move between complex administrative responsibilities and public-facing interactions, serving as a trusted resource for students, families, faculty, staff, and other stakeholders while helping ensure the efficient operation of the office.

Responsibilities include but are not limited to:

Admissions:

• Serve as the point of contact for prospective students and their families, answering University and College specific admissions questions and responding to requests for more information.
• Coordinate tours for prospective students and their families.
• Collect and maintain prospective student records and related data.
• Monitor SLATE (Penn State’s Admissions communications system), respond to requests for information, answer questions.

Academic Affairs & Award Stewardship:

• Assist in administering undergraduate funding programs, including updating applications, responding to inquiries, reviewing applicant materials, and recording funding decisions.
• Assist with compiling graduation statistics, track certificate program completers.
• Support academic units in maintaining compliance with field trip policies, tracking trips on behalf of the Associate Dean, and maintaining current policy-related information.
• Coordinate Student Marshal eligibility (for commencement) by tracking eligible students in the summer and fall and facilitating academic unit selections in the spring.
• Assist with college-level stewardship: prepare the general scholarship application, collaborate with the college’s marketing team to promote the application to students, track responses, and pull eligibility data.
• Assist in administering undergraduate funding programs, including updating applications, responding to inquiries, reviewing applicant materials, and recording funding decisions.
• Schedule appointments for students with time-sensitive requests for financial assistance and maintain related records and data.
  

Budget & Finance:

• Initiate expense and revenue reconciliation processes.
• Serve as a point of contact for college and university finance teams as required.
• Collaborate with colleagues, students, and guests to obtain required documentation for travel reimbursements, invoice payments, and honorarium processing.
• Track submitted office expenditures and provided budget-related data and reports as needed in support of office budget forecasts.
   

Special Events:

• Assist with day-of operations for key college-wide events.
• Handle logistical planning components such as scheduling rooms, managing registrations, coordinating catering and giveaways, and preparing signage.
• Gather necessary information for use in promotional campaigns for events; join collaborative efforts to initiate the campaigns.

Key events the Administrative Assistant will support include the College’s Commencement, Golumbic Scholarship Exhibition, Spend a Summer Day, and Admitted Student Programs.

Qualifications:

• Knowledge of general budget and financial administration practices, with the ability to accurately track expenses, maintain records, and support financial transactions
• Experience providing administrative support in a business, academic, or professional office setting
• Proven ability to manage multiple priorities and work independently
• Effective written and verbal communication skills
• Excellent interpersonal skills; demonstrated ability to provide excellent customer service
• Experience building effective relationships with a variety of stakeholders
• Proven ability to work proactively, take ownership of responsibilities, and maintain a high level of accuracy
• Ability to adapt to changing priorities in a dynamic environment

Experience working directly with students in a higher education or educational environment is a plus.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

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 SAP Concur, ServiceNow, and Microsoft 365, as well as the following which are specific to Penn State:

• SIMBA (System for Integrated Management, Budgeting and Accounting)
• PSUbuy (system to procure goods and services)

This position will report to the Assistant to the Associate Dean.

The College of Arts and Architecture 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

SALARY & BENEFITS

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.

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