Job Information
Pennsylvania State University Administrative Assistant, Materials Science and Engineering in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday (https://www.myworkday.com/psu/d/inst/13102!CK5mGhIKBggDEMenAhIICgYI1A0Q1QI*qyZ5PNog5Ug/cacheable-task/2998$46522.htmld#backheader=true) 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 College of Earth and Mineral Sciences seeks a dedicated and detail-oriented Administrative Assistant to oversee critical administrative functions in the Department of Materials Science and Engineering. This role focuses on supporting hiring processes, immigration services, budgetary operations, and data management to ensure the smooth functioning of the department.
Responsibilities include, but are not limited to:
Coordinate hiring processes for wage payroll, visiting scholars, postdoctoral scholars, and Federal Workstudy students.
In partnership with Global Programs, serve as the primary liaison for visa sponsorships, including J-1, H1-B, and permanent residency applications.
Prepare offer letters, guide faculty on visa options, and assist incoming scholars with onboarding and payroll appointments.
Monitor end dates and facilitate extensions for visiting scholars and postdoctoral appointments.
Monitor departmental budgets and maintain accurate records of expenditures.
Collect and organize data to support departmental reports, presentations, and proposals.
Compile information for contracts, agreements, and other administrative summaries.
Education and Experience
Requires an Associate Degree and four or more years of relevant experience or an equivalent combination of education and experience.
Preferred Experience/Skills:
Knowledge of Microsoft Office 365 systems (Teams, Word, Excel, Forms, SharePoint, OneDrive, etc.)
Knowledge of standard office procedures
Excellent interpersonal and communication skills
Success in an office environment where organizational skills are crucial to be effective
Interest in learning job-related software, like Prophix financial software, etc.
Knowledge of the University’s System for Integrated Management, Budgeting, and Accounting - SIMBA (SAP/S4HANA) and SAP Concur desired
Ability to be detail-oriented
Ability to work with a high level of professionalism, both independently and collaboratively, as a member of a team
Demonstrates a genuine appreciation for working with diverse populations
Application Instructions To be fully considered for this position, applicants must submit a cover letter and a resume through our online application.
Diversity, Equity, and Inclusion Statement The Pennsylvania State University’s College of Earth and Mineral Sciences is committed to fostering a diverse, inclusive, and culturally competent workforce. Applicants should provide evidence of a commitment to promoting diversity, equity, and inclusion through their application materials or a separate diversity statement. We value fairness, mutual respect, and a commitment to building an environment where all individuals feel a sense of belonging.
The salary range for this position, including all possible grades is:
$42,100.00 - $61,000.00
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