Job Information
Pennsylvania State University Administrative Assistant - ICDS Strategic Initiatives 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 Institute for Computational and Data Sciences (ICDS) (https://www.icds.psu.edu/) at Penn State seeks a talented, highly motivated, and experienced individual to join our administrative team as an Administrative Assistant, supporting Strategic Initiatives. The administrative team coordinates administrative tasks and projects, provides logistical support for meetings and events, and provides data entry and reporting support for many of the institute’s strategic activities.
The position will report to the Administration Team Lead while providing direct support to the Director of Strategic Initiatives, ICDS Center Directors, and research initiative leads.
Work Arrangement: This role has the potential to be a hybrid of remote and on-site work, with a minimum of 2-3 days per week on-site.
Responsibilities: This position includes the following responsibilities:
Provide extensive support for scheduling, personal calendars, and travel arrangements for ICDS Director of Strategic Initiatives, and ICDS strategic interdisciplinary research investments (IRI) Center Director and initiative Leads, and ICDS Associate Directors.
Plan, organize, support, and coordinate administrative processes primarily for IRI activities and leadership and daily office activities.
Support and coordinate special events/activities; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, in collaboration with the ICDS Event Coordinator; provide event/activity day on-site support
Compose, review, and distribute internal and external communications
Coordinate meeting logistics, including scheduling, material preparation, and agendas
Coordinate/prepare travel docs & submit travel reimbursements through SAP Concur
May coordinate work assignments on behalf of and across IRI leadership in support of advancing research initiatives and ensuring efficient workflow and processes
Greet visitors and provide information; review, respond to, and direct inquiries
Collect, organize, research, and analyze information for reports and presentations; create and maintain files and databases
Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facilities needs
May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized
May interview, train, and direct the work of other support staff, students, and wage payroll personnel
Required qualifications and skills: Successful candidates should be able to demonstrate experience and skills with Microsoft O365 applications (Outlook, Word, Excel, PowerPoint, OneDrive).
Desired qualifications and skills: Additional experience with Pure, SciVal, Workday Recruiting, or similar/transferable skills and/or experience is desired.
This position will use Penn State's key internal systems which include 25Live (room reservation system), SAP-Concur (travel and expense reimbursement system), SIMBA (financial system)/ ShopOnLion (online shopping portal), fleet vehicle reservations. Experience in these or any similar system is strongly preferred.
Education and Experience:
High School Diploma/GED or Vocational Training/Degree and 2+ years of relevant experience.
Preferred education is an Associate's or Bachelor's degree.
Candidates must also have impeccable ethics and integrity with a strong work ethic as well as strong interpersonal and written skills and the ability to work well in a team environment.
Application: Applications should include a current Curriculum Vitae (CV) or Resume, and a cover letter expressing the candidate’s interest in the role to receive full consideration.
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.
Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to tuition discounts (75% discount for spouse and children), and paid holidays. Please visit https://hr.psu.edu/current-employee/benefits for more detailed information.
The salary range for this position, including all possible grades is:
$38,300.00 - $55,500.00
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)
Hotlines
University Park, PA