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JOB DESCRIPTION AND POSITION REQUIREMENTS:
The College of Earth and Mineral Sciences (EMS) is seeking a dynamic individual to become the new Administrative Assistant Supervisor for the College's Energy Institute and Earth and Environmental Systems Institute. As the team lead for these two world-renowned institutes you'll be at the forefront of innovation, reporting directly to the EMS Chief of Staff. We're seeking someone with a passion for building relationships, a knack for detail, and an unwavering commitment to providing top-notch customer service to our esteemed faculty, postdocs, staff, and students. In this role, you'll not only support the visionary mission of our Institute Directors but also lead a restructured staff team to new heights of success. You will collaborate closely with other department team leads, as well as the College's research administration, finance, and human resources teams. If you're ready to make an impact, join us on this exciting journey!
The successful candidate will be responsible for the following:

• Plan, organize, support, and coordinate daily office activities and administrative processes for the Institutes.
• Coordinate staff work assignments to ensure efficient workflow and processes; Train, supervise, mentor, and evaluate these personnel.
• In collaboration with the College's finance office, monitor and maintain budgets, research funding, and endowments. Work with the Institute Directors on forecasting.
• Provide human resource support, processing all relevant forms and appointments in coordination with the College's HR team and Penn State Global for Institute appointees.
• Greet visitors and provide information; review, respond to, and direct inquiries.
• Provide support for scheduling, personal calendars, travel arrangements, and reimbursements.
• Coordinate meeting logistics including scheduling, material preparation, and agendas.
• Compose, review, and distribute internal and external communications.
• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.
• Create and maintain files and databases.
• Maintain inventory and order office supplies; arrange for equipment maintenance.
• Serve as the facilities coordinator, managing room access, scheduling, renovations, repairs, and asset transfers.
• Resolve inquiries and ensure compliance with Institutes and College and/or University policies and procedures.
• Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as the point of contact with vendors.
• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.

The College of Earth and Mineral Sciences takes an active role in building a talented, inclusive, and culturally competent workforce. We understand that our shared future is guided by basic principles of fairness, mutual respect, and commitment to each other. Applicants should also provide evidence, either woven through their application materials or as a separate diversity statement, of a commitment to fostering diversity, equity, inclusive excellence, and belonging and of engagement which creates an inclusive environment in their department/workplace.
Education and Experience
This position requires an Associate Degree and at least four years of relevant experience or an equivalent combination of education and experience.
Additional Information
To be fully considered for this position, applicants are required to upload a cover letter and resume . It is recommended to upload one document with all materials enclosed.
While this position typically requires on-site work at the University Park campus, there will be an opportunity for hybrid work in the future once the team is fully acclimated. Additional questions can be discussed during the interview.
Benefits
Penn State offers competitive benefits to full-time employees, including medical, dental, vision, retirement plans, and tuition discounts in addition to generous vacation time (18 days per year; accrued every month), sick time (12 days a year; accrued monthly) and paid holidays (14 per calendar year). Please visit https://hr.psu.edu/benefits for more detailed information.
The salary range for this position, including all possible grades is:
$46,400.00 - $67,300.00
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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