Part-time Administrative Assistant
4 weeks ago
Penn State University is seeking a highly skilled and organized Part-time Administrative Assistant to join the Office of Academic Affairs team. As a key member of our team, you will provide exceptional administrative support to our directors, faculty, and staff, ensuring seamless operations and efficient communication.
Key Responsibilities:
• Serve as the primary point of contact for Academic Affairs, handling inquiries and confidential concerns from students, faculty, and staff.
• Maintain calendars, prepare correspondence, and coordinate special events, meetings, and gatherings, including scheduling, reservations, catering, and similar activities.
• Assist with preparation of special projects, reports, surveys, grant proposals, strategic plans, and directories, ensuring timely completion and accuracy.
• Process travel requests and reimbursements, as well as purchasing, including processing requests, placing, and tracking orders.
• Oversee the online Student Educational Experience Questionnaire (SEEQ) process and serve as SEEQ representative for the campus, ensuring seamless execution and data accuracy.
• Assist with the annual faculty evaluation process, ensuring timely completion and accuracy.
• Support search committees in the recruitment/hiring process, coordinating interviews with committee members and assisting with the initiation of the hiring process in Workday.
• Assist with additional compensation calculations for faculty and prepare and process appropriate payroll forms, ensuring accuracy and timeliness.
• Assist with visa processing for the hiring of international faculty and visiting scholars, ensuring compliance with regulations and deadlines.
• Coordinate the preparation of dossiers for faculty as needed, ensuring accuracy and timeliness.
Requirements:
• Proficiency with Microsoft Office Suite, with a strong emphasis on Excel, Word, and PowerPoint.
• Familiarity with SAP Concur and Workday, with the ability to learn and adapt to new systems quickly.
• Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders, including students, faculty, staff, and external partners.
• Strong organizational and time management skills, with the ability to prioritize tasks, manage multiple projects, and meet deadlines.
• Ability to maintain confidentiality and handle sensitive information with discretion.
Clearances:
• PA State Police Criminal Background Check
• PA Child Abuse History Clearance Form
• FBI Criminal Background Check
Equal Employment Opportunity:
Penn State University is an equal opportunity, affirmative action employer, 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 us for assistance.
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