Administrative Assistant - Department Of Astronomy And Astrophysics

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JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Department of Astronomy and Astrophysics is seeking an Administrative Assistant (Senior Support) to coordinate faculty affairs and provide direct support to the department head, faculty candidates, and visiting scholars from a variety of cultures and backgrounds.
Responsibilities include but are not limited to the following:

• Responsible for all administrative activities related to promotion and tenure, nontenure line promotions, affiliate and courtesy appointments, faculty reviews, faculty activity reports, peer evaluations, sabbaticals, and award nominations.
• Provide administrative support to the department head by managing their calendar, scheduling meetings and activities, and providing reminders. Compose, review, and approve communications, documents, and reports. Arrange travel and accommodations and prepare and submit information for travel reimbursements and other purchases.
• Coordinate and oversee the visiting scholar process and the internship program. Request visas, background checks, and contingent worker appointments as needed.
• Coordinate and oversee all activities involved with the faculty search process. Monitor and compile application materials, gather data, and complete internal documents. Correspond directly with applicants to answer questions, coordinate campus visits and travel, and schedule meetings with administrators, faculty, and students.
• Responsible for collecting information and distributing the weekly department newsletter. Assist with department displays, web pages, social media sites, and digital signage.
• Assist the department head with organizing the monthly faculty meetings and compose and distribute the minutes.
• Assist new faculty with the onboarding transition and office accommodations.
• Provide backup support to other administrative staff and the administrative manager as needed.

Education and Experience:
Requires an associate's degree and at least four years of relevant experience, or an equivalent combination of education and experience.
Proficiency in Office 365 (particularly Word, Excel, Teams, and Outlook) and Adobe Acrobat is required. A working knowledge of Penn State's Activity Insight, PTORP, WorkLion, and iStart systems and the University's policies and procedures is preferred as is experience with social media and web content management. Outstanding communications skills, both oral and written, are required as are proofreading and editing skills. The successful candidate must be highly motivated and exhibit a high degree of professionalism and initiative. Attention to detail, organization, and interpersonal skills, and the ability to manage deadlines, is critical, as is the ability to work independently and in a team environment.
Additional Information:
To be considered for this role, applicants should submit a cover letter and resume. Application review will begin immediately and continue until the position has been filled.
This position offers a flexible work arrangement that combines remote and on-campus work. Questions related to flexible work should be directed to the hiring manager during the interview process.
Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to tuition discounts, generous vacation time, sick time, and paid holidays. Please visit https://hr.psu.edu/benefits for more detailed information.
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.
The pay range for this position, including all possible grades is:
$42,100.00 - $61,000.00
Salary Structure - additional information on Penn State's job and salary structure.
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.
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW
Penn State is an equal opportunity, affirmative action 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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