Administrative Support Assistant 4

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• 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 .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

Assistant Dean for Academic Affairs at Penn State Harrisburg and provide additional support for other Assistant and Associate Deans in the chancellor’s office. Establish, assign, and set priorities for the Assistant Dean’s calendar, schedules, and deadlines. Coordinate activities, files, and visual materials. Manage budgets. Serve as a liaison to a wide variety of offices to ensure the effective operation of the Assistant Dean for Academic Affairs office.

Job Responsibilities are as followed:

• Managing the operational activities of the office through the review, screening, and prioritizing of all communication.

• Being responsible for appointments with internal and external constituents to exchange information, resolve issues or concerns, and coordinate activities.

• Coordinating access to information and services and ensuring schedules and deadlines are maintained.

• Performing complex and confidential administrative duties in coordination with the Assistant Dean and proxy responsibilities of the Assistant Dean.

• Working independently and completing complex assignments using knowledge, principles, practices, and procedures as requested.

• Coordinating efforts of the assistant Dean with discretion regarding information received by and reported to the office.

• Maintaining and accessing data to create and generate reports and/or correspondence as necessary.

• Troubleshooting and providing solutions or direction to complicated issues.

• Monitoring administrative policies and deadlines to ensure they are met, including confidential personnel matters.

• Scheduling/planning meetings with various committees, such as strategic planning, board of advisor’s subcommittees, search committees, revitalization committee, academic council, and academic executive sessions.

• Scheduling/planning meetings as requested with individuals and groups across the college.

• Monitoring all administrative matters of the Assistant Dean for Academic Affairs office, ensuring deadlines are met.

• Maintaining and organizing many confidential matters: Confidentiality is essential in this position as it deals with a wide variety of personnel issues, student conduct concerns, and mental health issues.

• Completing special projects and other duties as assigned by the Assistant Dean for academic affairs.

Provide Calendar Support:

• Providing administrative support and scheduling/planning biweekly meetings with direct reports, including the Campus Registrar, Director of the Advising Center, Director of the Learning Center, and Director of the Center for Teaching Excellence.

• Managing the calendar of the Assistant Dean for Academic Affairs.

Developing, Planning, and Coordinating Activities:

• STEM and STEAM Councils.

• Health initiatives.

• Military initiatives.

• Initiatives related to Hershey Medical Center and Dickinson.

• Instructional space management committees.

• Board of advisors, academic affairs committee.

• Endowment funds reviews.

• Revitalization (Morale) committee.

• Steering committees, work groups, and task forces, as assigned.

• Executive-level search committees, including independently developing agendas, coordinating meetings and working with candidates on travel arrangements, hotel accommodations, transportation, meals, interview schedules, etc.

Creating, Maintaining, Updating, and Coordinating Files for Designee Roles:

• Point of contact for unmanned aircraft (Policy SY45).

• College designee for visiting scholars.

• Signatory, state-mandated data collection system.

• Point of contact, Wellness days on campus.

• All other designated roles of the Assistant Dean for Academic Affairs.

Developing visual presentations and marketing materials using PowerPoint.

Managing Budgets:

• Maintaining accountability for budget expenditures.

• Monitoring budget activities.

• Managing and approving budget expenditures in SIMBA and SAP concur.

• Using E steward as necessary.

• Compiling monthly budget reports and expense projections assisting with budget preparation for new fiscal years.

• Tracking expenses.

• Assuring that all transactions comply with institutional guidelines.

• Processing SAP concurs approval for all areas.

Education:

• 3+ years of related experience.

• High School Diploma or higher.

• Or an equivalent combination of education and experience.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

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 .

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 applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, 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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