Administrative Assistant, Office of the Dean (Ross and Carol Nese College of Nursing)

Administrative Assistant

Join the Dean's Office of the Ross and Carol Nese College of Nursing as an Administrative Assistant and play a critical role in supporting the faculty, students, and leaders who shape the future of nursing education.

This highly visible position serves as a key operational partner for the college, coordinating faculty compliance, accreditation support, clinical placement approvals, contracts administration, and executive office operations.

The Administrative Assistant will thrive in a collaborative environment where organization, initiative, and attention to detail directly contribute to the college's academic and professional success.

Responsibilities Include But Are Not Limited To:

• Ensure faculty compliance with the Pennsylvania State Board of Nursing by tracking license renewals and policy updates.
• Manage onboarding documentation for new hires and maintain internal/state-level records.
• Draft and distribute communications; maintain databases and resolve compliance-related inquiries.
• Coordinate daily operations, manage administrative workflows, and support office logistics.
• Serve as the first point of contact for visitors and inquiries; provide general information and assistance.
• Handle facilities-related tasks including key distribution, parking, and calendar scheduling.
• Assist with confidential and non-routine administrative tasks for the Dean's Executive Assistant.
• Coordinate special events, including space reservations, itineraries, and materials preparation.
• Collaborate with internal departments to ensure smooth event and project execution.
• Cross-train with the Contracts Coordinator to manage agreement renewals and student placement approvals.
• Oversee Pennsylvania State Board of Nursing approval process for clinical placements and coordinate international agreements.

The Administrative Assistant will also collect, analyze, and organize data for reports, presentations, and official documentation, as well as provide administrative support to college committees (e.g., preparing agenda and taking meeting minutes).

Qualifications:

• Effective written and verbal communication skills
• Excellent interpersonal skills with a professional, inclusive, and respectful approach when working with others
• Demonstrated ability to anticipate needs, take initiative, and proactively support leaders
• Excellent organizational skills and a proven track record of managing competing priorities, responding to last-minute requests, and meeting deadlines
• Ability to assess situations quickly, exercise sound judgment, and respond effectively to unexpected challenges
• Outstanding attention to detail and accuracy
• Driven to provide excellent customer service
• Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive information

Minimum Education, Work Experience & Required Certifications

Associate Degree; 4+ years of relevant experience; or an equivalent combination of education and experience accepted; Required Certifications: None

Important Application Instructions:

Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.

Additional Information:

After training, the Administrative Assistant will also work with various software including Microsoft Office 365, Workday, and SAP Concur.

This position will report to the Dean's Executive Assistant.

The Ross and Carol Nese College of Nursing is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

The salary range for this position, including all possible grades, is $44,628.00 - $64,668.00.

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.