Executive Assistant

APPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. 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. 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. Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants. POSITION SPECIFICS The Dean of the College of Agricultural Sciences is seeking an Executive Assistant, located in University Park, PA. As Executive Assistant, the position will be responsible for providing advanced knowledge of principles, practices, software, and procedures in the Dean's Office. This position will provide high-level management, administrative, technical, and advisory support to the Dean and Senior Associate Dean by taking initiative, as appropriate, to manage complex administrative/academic projects and functions of the Dean's office. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information with confidentiality. The Executive Assistant will manage the Dean's schedule and communications in partnership with the Director of Communications and College Relations. This position will respond on behalf of The Dean to internal and external correspondence and phone calls, managing diplomacy and confidentiality with all callers and correspondents. This position will provide input/recommendations on operational activities and processes. This position will ensure that the college is compliant with University and College guidelines for promotion and tenure and sabbatical processes at all levels. Utilizing relevant enterprise software, this position will research, analyze, draft, and compile information, facts, and background materials on various issues in preparation for meetings and reporting metrics. The Executive Assistant will oversee complex projects, events, and programs throughout the Dean’s Office. This position will supervise and delegate work to the administrative support staff within the Dean’s Office and draft any administrative correspondence. The Executive Assistant will demonstrate and support diversity throughout the College and advance team goals. This position will improve office operational efficiency and implement plans clearly and concisely. This position will need to develop and maintain positive liaison relationships with various internal and external customers, including employees, executives, trustees, legislators, faculty, students, donors, alumni, and the general public. These initiatives may involve interaction with senior leaders, both within and outside the College of Agricultural Sciences, including the office of the Provost and President. Job-specific duties include, but are not limited to: Manage, supervise, plan, and direct the administrative activities of the Dean's Office. Supervise, train, mentor, and provide performance reviews for the administrative assistant in the Dean's Office. Manage and prioritize workload for the administrative staff in the Dean's Office. Cross-train administrative assistants working on special projects and ad hoc committees. Coordinate the Dean’s calendar and prioritize scheduling and resolving competing meetings in conjunction with the Director of Communications and College Relations. Arrange logistics for appointments and meetings, including preparing relevant background material, meeting locations, agendas, and follow-up. Keep the Dean advised of time-sensitive and priority issues. Manage domestic and international travel arrangements for The Dean and other individuals, as needed. Manage internal and external communications in conjunction with the Director of Communications and College Relations, including highly confidential and complex issues, responding on behalf of the Dean if requested. Manage annual and routine requests from central administration. Compile reports, records, and data as needed. Maintain pertinent databases, confidential files, and communications consistent with best practices and university policy. Provide support to the Senior Associate Dean in academic affairs, including college-level P&T reviews, sabbatical applications, academic performance reviews, interpreting policies, and developing faculty hire offers. Manage academic unit leader and dean-level searches, including developing itineraries, travel arrangements, and coordinating meetings. Develop and distribute standard letters of changes in faculty appointments. Coordinate the Distinguished Professorship and Evan Pugh nominations for the CoAS. Work with central administration in P&T processes and submit dossiers per their guidelines. Manage PTORP for all levels of the P&T process and develop and communicate results and official feedback letters to the candidate. Update Workday as appropriate for any appointment changes. In conjunction with the Director of Development and Alumni Relations, prepare endowment and professorship letters for the college and liaise with central administration regarding their approval. Communicate college support for sabbatical applications to central administration and work directly with the Vice Provost's office to manage all sabbatical processes. Develop and maintain proficiency with current and new enterprise software pertinent to college functions. Evaluate and update office procedures as needed, identifying and implementing tools to improve operational efficiency. Serve on committees as requested. Serve as Manager Recruiting Support (MRS) and Timekeeper for our College. Approve expenditures for the executive office. Serve as the point of contact for the University Faculty Senate and handle updates for the Senate Census information. Coordinate information between Human Resources and the Financial Office for the ASI process annually. Serve as designated delegate for the Dean in Travel Safety Network and SAP Concur. Position Qualifications: 6+ years of experience in executive support roles, preferably in an academic setting. Exceptional organizational and time management skills, with the ability to prioritize tasks effectively. Outstanding communication skills, both written and verbal, with a high level of professionalism. Proficiency in office productivity software such as Microsoft Office Suite, Adobe Acrobat, and calendar management tools. Action and solution-oriented. Discretion and confidentiality in handling sensitive information and communications. Ability to work effectively under pressure and adapt to changing priorities in a fast-paced environment. Strong interpersonal skills and the ability to work collaboratively with diverse stakeholders. Outstanding critical thinking and judgment, strong organizational skills, and the ability to be both confident and diplomatic in a complex environment. Managerial acumen to build effective and inclusive working partnerships, both internally and externally, to support the College of Agricultural Sciences mission, vision, and strategic initiatives. Strong interpersonal and listening skills to communicate with a wide range of constituents. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS Bachelor's Degree 6+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None Application Instructions: To be considered for this role, you are required to include a resume/CV and a cover letter outlining why you feel you would be the best candidate for this role. BACKGROUND CHECKS/CLEARANCES 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. SALARY & BENEFITS The salary range for this position, including all possible grades, is $65,508.00 - $94,980.00. Salary Structure - Information on Penn State's salary structure 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. 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. EEO IS THE LAW Penn State is an equal opportunity 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 View phone number on click.appcast.io. Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines There’s a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom – it’s the positive impact made on communities across the world. 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