Administrative Specialist

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, seeNotice to Out of State Applicants.

POSITION SPECIFICS

Penn State's Office of Faculty Affairs (OFA) is seeking applicants for the role of Administrative Specialist . This position will be filled at the Administrative Assistant to the Chancellor / Senior Academic Administrator - Senior Support level. The scope, complexity, and critical/sensitive nature of this position in the Office of the President and Provost requires a very high level of commitment to confidentiality and the capacity to work independently as well as collaboratively within the Office of Faculty Affairs. The complex and confidential administrative responsibilities of this role impact the entire University and are not specific to just one college or one campus. The position has a primary focus on managing the operational activities of the Office of Faculty Affairs including leading, coordinating, and communicating processes and programs. This position will provide direct administrative support to the Senior Vice Provost, the Executive Assistant, and the three Associate Vice Provosts for Faculty Affairs. The successful candidate will be a team-oriented professional who has demonstrated success in a fast-paced, deadline-sensitive environment and can maintain a high level of discretion.

Primary responsibilities include:

• Develop and maintain direct working relationships with senior University officials
• Resolve inquiries related to, and ensure compliance with, academic policies and procedures
• Recommend changes to policies and procedures
• Develop project work plans and project phases to ensure effective and efficient workflow
• Compose and edit correspondence, reports, publications, presentations and other documents
• Gather, compile, and analyze data for a variety of reports and publications and monitor their production
• Collaborate with other units and staff to implement events and evaluate their effectiveness
• Assist in implementing and monitoring the unit's strategic plan
• Manage assigned projects
• Provide support to the Senior Vice Provost, the Executive Assistant, and Associate Vice Provosts for Faculty Affairs

This position is responsible for overseeing faculty affairs processes, such as Visiting Scholars, sabbatical leave, non-tenure-line promotions, and faculty exit interviews among others.This person trains and serves as the primary point of contact with administrative staff in all academic units, as well as interfaces regularly with partner offices including Penn State Global, Office of General Counsel, Workday, Human Resources, and the Senior Vice President for Research. This position may also support Executive Searches and programs offered by the Center for Faculty Development and Advancement.

Preferred qualifications:

The successful candidate should have excellent communication skills and high proficiency using the Office 365 suite, particularly Microsoft Excel. Proficiency in DocFinity, Workday, and SAP Concur is preferred.

Materials required:

• Resume
• Cover letter

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

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 $51,000.00 - $74,000.00.

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.

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