Reference #: REQ_0000065137
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POSITION SPECIFICS
The School of Electrical Engineering and Computer Science (EECS) is seeking an Administrative Assistant-Senior Support to support the Department Head in the Department of Electrical Engineering (EE) for numerous faculty processes, including hiring, promotion, and tenure. This position reports directly to the Administrative Coordinator of EECS.
While this administrative assistant's main responsibilities will lie within the Department of Electrical Engineering, this position is part of the administrative team that collectively supports The School of Electrical Engineering and Computer Science.
The Department Head Assistant will work both independently and collaboratively, utilizing organizational skills and a high level of professionalism and discretion, to complete this position's responsibilities, which include but are not limited to:
Arrange travel for EE Department Head, maintain the EE Department Head's calendar between leadership offices and departments, and maintain project schedules which require complex meeting coordination and preparation with leadership.
Oversee and serve as the point of contact for the EE faculty promotion and tenure process, as well as work directly with the School of EECS Administrative Coordinator on preparation of all dossiers to ensure compliance with University guidelines.
Manage EE committees, including arranging logistics for committee meetings and writing and distributing minutes and backup materials. In addition, coordinate the administrative support functions for the faculty search committee(s), including Workday Recruiting and oversight of permanent residency requirements.
Coordinate itineraries for faculty candidates and organize search materials, as well as maintainEE Faculty Search Database and all related materials.
Create, proof, and edit correspondence, including presentations, proposals, reports, and summaries. Review and check documents for completeness, accuracy, and conformance with applicable internal and university-level guidelines, regulations, and procedural requirements.
Provide support to EE Department Head for Industrial and Professional Advisory Council (IPAC) activities and coordinate all Outstanding Engineering Alumni (OEA) activities, including assisting with nomination of alumni candidate, preparing itinerary, ordering plaque, and assisting with travel, as well as assisting with developing agendas and coordinating activities for the annual IPAC meeting and the OEA event.
Coordinate departmental faculty annual self-report of activities and schedule EE Department Head direct report annual staff reviews. Compile information for annual faculty performance evaluations for the Department Head's review, maintain tracking of extended reviews, and coordinate and schedule evaluation meetings.
Oversee the collection of outside consulting reports and the state mandated faculty activity system. In addition, oversee sabbatical leave requests, College or University deadlines, and apprise faculty of department.
Working as a part of the EECS team, this assistant will provide back-up support for the School Director as well as for the Department Head of Computer Science and Engineering. This assistant will also receive back-up support and assistance from the Administrative Coordinator for EE and the Administrative Coordinator of EECS.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONSAssociate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None
The Department Head Assistant will also play a key role in ensuring faculty compliance with Penn State's policies and procedures - reading and understanding the policies and procedures to be able to give guidance to faculty members.
After training, the Department Head Assistantwill work with various software, including Microsoft Office 365, Workday, and DocFinity, as well as those specific to Penn State:
WorkLion (collection of general HR information and resources, along with an inquiry system)
FAIS (Faculty Activity Insight System)
PTORP (Promotion and Tenure Online Reviewing System)
Additional Qualifications:
Demonstrated ability to be detail-oriented
Excellent communication (both verbal and written) and interpersonal skills
Driven to provide excellent customer service
Ability and willingness to learn job-related software
Demonstrated ability to be proactive and take initiative
Application Instructions: For full consideration, applicants must include a cover letter and resume with their application. Review of applications will commence immediately and continue until the position is filled.
The School of Electrical Engineering and Computer Science 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.
BACKGROUND CHECKS/CLEARANCESEmployment 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 & BENEFITSThe salary range for this position, including all possible grades, is $42,100.00 - $61,000.00.
Salary Structure - Additional 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 814-865-1473.
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