Administrative Assistant Deans Office, Penn State Dickinson Law, Carlisle - Penn State University : Job Details

This Administrative Assistant - Intermediate role provides crucial administrative support to the Senior Associate Deans, faculty, and Academic and Student Services team at the Penn State Dickinson Law Carlisle location. The incumbent will manage executives' calendars, schedule meetings, initiate reimbursements, and assist with special events. The successful candidate will possess exceptional organizational, communication and customer service skills to develop and maintain positive relationships with internal and external stakeholders, manage the exchange of information, resolve issues or concerns, and coordinate activities. This position is fully in-person with the potential for occasional remote work.

The successful candidate will be responsible for the following:

Administrative Support:

• Provide professional administrative support to the law school's executive leadership team, including managing calendars, and scheduling meetings with students, faculty, and external constituents.
• Utilize internal and external technologies to carry out various business processes, including monitoring and responding to email messages from multiple email inboxes, proofreading, editing and finalizing documents; initiate SAP Concur travel reimbursements; purchasing materials; preparing surveys, collecting responses, and compiling and presenting results.
• Answer and route phone calls; collaborate with dean's executive assistant as needed.
• Anticipate upcoming work projects and/or needs and plan appropriately as well as develop office procedures and as needed.

Faculty Support:

• Prepare course materials and assignments for faculty.
• Disseminate and collect student assignments via Canvas; assist with exam preparation and proctoring.
• Schedule appointments for faculty members with students and other scholars.
• Make travel arrangements for faculty; prepare and initiate faculty expense reports through SAP Concur.
• Provide general assistance to faculty as needed.

Academic and Student Services:

• Assist the Student Services team with event management and coordination.
• Prepare and submit expense reports related to student events and student travel.
• Assist with exams for students with accommodations.

Preferred experience: Experience with Microsoft Office 365, Zoom, Teams, SAP Concur, and Workday

Additional Requirements:

Certifications: Notary Public preferred

Minimum Education, Work Experience & Required Certifications:

General Equivalency Diploma (GED) or High School (HS) 2+ 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 $38,300.00 - $55,500.00. 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 814-###-####.