Administrative Assistant, Department of Art History

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 Department of Art History in the College of Arts and Architecture is seeking an Administrative Assistant to provide leadership and oversight for departmental administrative, academic, human resources, and student-support functions. The Administrative Assistant will report directly to the department head and serve as a key resource for faculty, staff, and students, ensuring efficient operations, compliance with university policies, and effective management of departmental programs. Responsibilities include but are not limited to: Oversee departmental operations, office management, and administrative processes. Provide calendar management support to the department head, including scheduling and prioritizing appointments, coordinating meeting logistics, and resolving scheduling conflicts. Coordinate human resources activities, including faculty and staff hiring, onboarding, employee relations, international employment matters, and confidential personnel processes. Administer admissions and enrollment management for the graduate student program, including degree progress tracking, graduation certification, and student support services. Support undergraduate academic programs through policy review, graduation certification, student petitions, and academic planning. Support faculty affairs processes, including promotion and tenure, sabbaticals, faculty searches, and evaluations. Support the department by initiating expense reports and human resources related forms as part of routine administrative processes - including scholarship, endowment, and gift administration. Coordinate course scheduling, enrollment management, and academic records processes. Supervise student employees and foster a professional and collaborative work environment. Collaborate on departmental communications, website updates, events, recruitment activities, newsletters, and stakeholder engagement efforts. Collaborate with university offices to ensure compliance, operational effectiveness, and achievement of departmental goals. Qualifications: Required Qualifications: Demonstrated ability to manage complex administrative processes in a professional environment Excellent organizational and attention to detail skills Effective written and verbal communication skills Outstanding interpersonal and collaborative problem-solving skills, with the ability to work independently and collaboratively Driven to provide excellent support; inclusive and respectful when working with others Proven ability to maintain confidentiality and exercise sound judgment with sensitive information Ability to prioritize competing demands, manage multiple tasks, and adapt to changing needs Commitment to continuous improvement, innovation, and fostering a positive workplace culture Preferred Qualifications (one or more): Proficiency using Workday, LionPATH, 25Live Optimizer, eSteward, SAP Concur, SIMBA, shared document platforms, or web-based tools used to support academic or personnel operations Experience in higher education, academic administration, human resources coordination, student services, or office management Familiarity with university systems and processes such as faculty affairs, student records, budget tracking, and event coordination Experience supporting multiple stakeholders in a complex organizational environment Demonstrated ability to improve or streamline administrative processes 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 Additional Information: The College of Arts and Architecture supports flexible work arrangements when feasible and aligned with the needs of the unit and role's responsibilities. Questions about flexibility or remote work can be addressed with the hiring manager during the interview process. 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 $44,628.00 - $64,668.00. 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. 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