Administrative Assistant

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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

The Harold and Inge Marcus Department of Industrial and Manufacturing Engineering in Penn State's College of Engineering is seeking a motivated, highly organized, detail-oriented, and reliable Administrative Assistant to join our team. The ideal candidate will be efficient and a proactive problem solver, with the ability to multitask, handle confidential and time-sensitive deadlines by prioritizing tasks effectively. This full-time position will engage with faculty, staff, students, and external personnel, which requires excellent communication, interpersonal, and organizational skills.

Key responsibilities include:

Finance-related Tasks

Serve as primary "initiator" for financial-related tasks by collecting and compiling all necessary back-up documentation for all financial-related transactions from faculty, staff, students, and external guests, ensuring accuracy and completeness. Perform P-Card maintenance requests, purchase items on behalf of others, and assist with travel arrangements and reimbursements for guests. Serve as budget approver in SAP/Concur for goods & service-related expense reports submitted through Finance OST Hubs for accuracy, completeness, funds availability, etc. Perform account reporting functions through SIMBA. Liaise with Proposal and Awards Generalist for department-level grant support, ensuring compliance with expenditures and closeout transactions. Assist with cost calculations and validation of expenditures.

Human Resources-related Processing

Manage and maintain wage payroll and postdoctoral scholar hiring from start to finish. Receive requests, create job requisitions, move candidates forward through hire and communicate departmental onboarding information. Manage appointment end dates, reappointments, appointment changes/transfers or terminations as needed. Process, track and monitor departmental VISA cases, working in conjunction with Penn State's Global Programs. Follow strict protocol and deadlines to ensure compliance. Manage visiting interns and scholars from start to finish such as invitation letters, iStart processing, on-campus check-ins and other related requirements. May assist with faculty recruiting and reappointments, SUPP pay processing and other HR-related administrative tasks.

General Administration

Provide general administrative support such as managing conference spaces, maintaining departmental award plaques, copiers and office supplies. Handle Fleet vehicles, Mail Meter and maintain sponsored Office 365 accounts. Assist with planning and coordinating departmental events and meetings. Create fliers or advertisements for IME-related organizations such as PSIMES, IISE, Alpha Pi Mu, METAL Bootcamps and others. Coordinate and track department-level marketing efforts and expenditures. Submit web update requests to CoE Marketing/Communications portal. Serve as the Department's accessibility champion to ensure course, web, social media and marketing materials conform to accessibility requirements. Manage the retention of departmental files (paper and electronic), coordinating with the central records team as needed to ensure compliance and proper labeling. Assist with the organization and retention schedule for electronic/Teams files, along with other duties as assigned.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Preferred qualifications:

Familiarity of Penn State's policies and procedures, along with experience in Microsoft O365 Suite (i.e. Outlook, Word, Excel, etc.), SIMBA, SIMS, WorkLion/Workday, and 25Live is desired.

How to Apply:

For full consideration, we ask candidates to please submit a resume/CV and cover letter with your application.

The College of Engineering 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/CLEARANCES

SALARY & BENEFITS

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 814-865-1473.

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