Job Information
Pennsylvania State University Administrative Support Supervisor | College of EMS, Dutton Institute 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:
The John A. Dutton Institute for Teaching and Learning Excellence (https://dutton.psu.edu/) in the College of Earth and Mineral Sciences (EMS) (https://www.ems.psu.edu/) invites candidates for the Administrative Assistant Supervisor position. This position is the lead admin for the Institute, supporting the Institute Director and working collaboratively with the members of the Dutton Institute, as well as faculty and staff across the college. We are seeking a highly detail-oriented, enthusiastic professional to fill this position, someone with a passion for providing excellent customer service to our faculty, staff, and students. This position will supervise the Institute’s two World Campus Program Assistants and collaborate with other department leads, as well as the College’s human resources and finance teams. The successful candidate will be responsible for the following:
Plan, organize, support, and coordinate daily office activities and administrative processes within the Institute.
Coordinate work assignments of World Campus program assistants to ensure efficient workflow and processes; Train, supervise, mentor, and evaluate these personnel.
Greet visitors and provide information; review, respond to, and direct inquiries.
Provide support for scheduling, personal calendars, and travel arrangements.
Coordinate meeting logistics including scheduling, material preparation, and agendas.
Compose, review, and distribute internal and external communications.
Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.
Create and maintain files and databases.
Maintain inventory and order office supplies; arrange for equipment maintenance.
Serve as the Institute’s facilities coordinator, managing room access, scheduling, renovations, repairs, and asset transfers.
Resolve inquiries and ensure compliance with Institute and College and/or University policies and procedures.
Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as the point of contact with vendors.
Manage Institute budget, research funding, and scholarship awards in coordination with the College’s finance office; Create and distribute World Campus program expense reports for the College’s academic department.
Provide human resource services in coordination with the College’s HR team for Dutton Institute appointees.
May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.
The College of Earth and Mineral Sciences takes an active role in building a talented, inclusive, and culturally competent workforce. We understand that our shared future is guided by basic principles of fairness, mutual respect, and commitment to each other. Applicants should also provide evidence, either woven through their application materials or as a separate diversity statement, of a commitment to fostering diversity, equity, inclusive excellence, and belonging and of engagement which creates an inclusive environment in their department/workplace.
Education and Experience
This position requires an Associate Degree and at least four years of relevant experience or an equivalent combination of education and experience.
Additional Information
To be fully considered for this position, applicants are required to upload a cover letter and resume. It is recommended to upload one document with all materials enclosed.
This position offers a flexible work arrangement that combines remote and on-campus work. Typically, this position will be expected to be on campus three days a week and have the flexibility to work remotely two days a week. Questions related to flexible work should be directed to the hiring manager during the interview process.
Benefits
Penn State offers competitive benefits to full-time employees, including medical, dental, vision, retirement plans, and tuition discounts in addition to generous vacation time (18 days per year; accrued every month), sick time (12 days a year; accrued monthly) and paid holidays (14 per calendar year). Please visit https://hr.psu.edu/benefits for more detailed information.
The salary range for this position, including all possible grades is:
$46,400.00 - $67,300.00
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