Administrative Assistant for Operations

Administrative Assistant

The Dean's Office in the College of Health and Human Development is seeking an Administrative Assistant to perform a wide variety of complex administrative functions in support of the college's Operations. The Administrative Assistant will work closely with various levels of staff and faculty.

This position will operate under a hybrid schedule, offering a flexible work arrangement that combines remote and on-campus work. Weekly on campus is required at the University Park campus in State College, PA. Questions related to the flexible work arrangement should be directed to the hiring manager during the interview process.

Responsibilities include serving as the Parking Chair for the college, overseeing the management of parking permits for faculty and staff, maintaining records, and serving as the liaison to the Parking Office. Additionally, the Administrative Assistant will serve as the Local Access Coordinator for the Dean's Office, managing the distribution of keys and building access for Dean's Office employees. The role also involves managing the approval of conference room requests for specific conference rooms overseen by the Dean's Office and coordinating with the Facilities team to accommodate room set-up requests.

The Administrative Assistant will provide high-level administrative support for the Assistant Dean for Operations, including scheduling meetings and calendar activities, providing comprehensive reporting in support of special projects, etc. They will also provide scheduling support for other central administrative functions within the college, including coordinating schedules and itineraries for candidate interviews. Furthermore, the role includes serving as the budget administrator for college operations, including financial approvals, Labor Distribution, etc. The Administrative Assistant will enter Work Orders for OPP maintenance requests for the Dean's Office, create profiles on the HHD website for new employees and remove outdated profiles, and coordinate with HR and other units to keep the faculty/staff directory updated.

The Administrative Assistant will assist with the shared administrative responsibilities of the Dean's Office administrative team, including monitoring the main phone line and HHD email account, taking monthly inventory and re-stocking supplies, and updating the Dean's Office phone directory and listserv. They will support the college's internal communication processes and technologies and serve as the college's Records Management Liaison.

Qualifications include familiarity with human resources information systems, financial systems, access control systems, Office 365 applications, SharePoint, and records management. The successful candidate should have strong organizational skills, excellent communication skills, critical thinking skills, the ability to maintain confidentiality, and a keen desire to improve organizational processes and support the success of others. Candidates should also be able to work across departments, consistently strive for excellence in customer service, and demonstrate a genuine appreciation for working with diverse audiences.

Minimum Education, Work Experience & Required Certifications: Associate Degree and 4+ years of relevant experience; or an equivalent combination of education and experience accepted. Required Certifications: None.

Application Materials: For full consideration, applicants must include a cover letter and resume with their application.