Administrative Assistant, College of Arts and Architecture

Administrative AssistantThe Office of the Associate Dean for Academic Affairs and Undergraduate Education in the College of Arts and Architecture is seeking an Administrative Assistant to play a key role in advancing student success and supporting strategic initiatives.This position supports a wide range of functions, including undergraduate admissions, academic affairs, budget and finance operations, signature events, stewardship activities, and general front-line customer service.In this student-centered and fast-paced environment, the Administrative Assistant will confidently move between complex administrative responsibilities and public-facing interactions, serving as a trusted resource for students, families, faculty, staff, and other stakeholders while helping ensure the efficient operation of the office.Responsibilities Include But Are Not Limited To:Serve as the point of contact for prospective students and their families, answering University and College specific admissions questions and responding to requests for more information.Coordinate tours for prospective students and their families.Collect and maintain prospective student records and related data.Monitor SLATE (Penn State's Admissions communications system), respond to requests for information, answer questions.Assist in administering undergraduate funding programs, including updating applications, responding to inquiries, reviewing applicant materials, and recording funding decisions.Assist with compiling graduation statistics, track certificate program completers.Support academic units in maintaining compliance with field trip policies, tracking trips on behalf of the Associate Dean, and maintaining current policy-related information.Coordinate Student Marshal eligibility (for commencement) by tracking eligible students in the summer and fall and facilitating academic unit selections in the spring.Assist with college-level stewardship: prepare the general scholarship application, collaborate with the college's marketing team to promote the application to students, track responses, and pull eligibility data.Schedule appointments for students with time-sensitive requests for financial assistance and maintain related records and data.Initiate expense and revenue reconciliation processes.Serve as a point of contact for college and university finance teams as required.Collaborate with colleagues, students, and guests to obtain required documentation for travel reimbursements, invoice payments, and honorarium processing.Track submitted office expenditures and provided budget-related data and reports as needed in support of office budget forecasts.Assist with day-of operations for key college-wide events.Handle logistical planning components such as scheduling rooms, managing registrations, coordinating catering and giveaways, and preparing signage.Gather necessary information for use in promotional campaigns for events; join collaborative efforts to initiate the campaigns.Key events the Administrative Assistant will support include the College's Commencement, Golumbic Scholarship Exhibition, Spend a Summer Day, and Admitted Student Programs.Qualifications:Knowledge of general budget and financial administration practices, with the ability to accurately track expenses, maintain records, and support financial transactionsExperience providing administrative support in a business, academic, or professional office settingProven ability to manage multiple priorities and work independentlyEffective written and verbal communication skillsExcellent interpersonal skills; demonstrated ability to provide excellent customer serviceExperience building effective relationships with a variety of stakeholdersProven ability to work proactively, take ownership of responsibilities, and maintain a high level of accuracyAbility to adapt to changing priorities in a dynamic environmentExperience working directly with students in a higher education or educational environment is a plus.Minimum Education, Work Experience & Required CertificationsGeneral Equivalency Diploma (GED) or High School (HS); 2+ years of relevant experience; Relevant education accepted in lieu of experience; Required Certifications: NoneImportant Application Instructions:Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.This position will report to the Assistant to the Associate Dean.The College of Arts and Architecture 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.This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. 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 $40,608.00 - $58,836.00.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.