New

Administrative Assistant

The Pennsylvania State University
paid time off, sick time, remote work
United States, Pennsylvania, University Park
201 Old Main (Show on map)
Apr 10, 2026
APPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday. CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday. If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants. 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 Department of Engineering Science and Mechanics (ESM) in the College of Engineering is seeking a highly organized and detail-oriented Administrative Assistant to support departmental operations. This position plays a critical role in coordinating administrative activities across human resources, facilities, and financial functions while fostering engagement within departmental, college, and university communities. This position works with self-guidance and little oversight while solving, often complex and confidential issues independently. Key responsibilities include, but are not limited to: Work cohesively and collaboratively with department and college faculty, staff, and administrators. Serve as the department parking chair. Complete the annual space survey in collaboration with the facilities coordinator. Monitor Penn State policy changes and updates, disseminate information to faculty/staff, and update department policy as needed. Implement and enforce policy changes as necessary. Submit job requisitions in Workday for non-tenure, full-time faculty positions. May interview, train, and direct the work of Federal Work Study hires. Prepare various budget reports for the department head, the administrative manager, and the faculty. Prepare and analyze faculty accounts, including start-up, RIF, gift funds, chairs, and endowments. Assist with various grant management functions in collaboration with the administrative coordinator, department proposal and award generalist/college research team. Manage labor distributions. Monitor and approve financial documents and transactions in Penn State systems and act as a department initiator (SIMBA, WorkDay, WorkLion, SIMS, ServiceNow). Review, validate, and approve graduate stipend cost collectors and appointments. May perform non-routine and confidential administrative duties, as well as other duties as assigned by the head of the department and the administrative manager. Serve as a backup to the administrative manager when necessary Familiarity of Penn State policies and procedures, along with experience in Microsoft O365 Suite (i.e. Outlook, Word, Excel, etc.), SIMBA, SIMS, and WorkLion/Workday, is desired MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None 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. How to Apply: For full consideration, we ask candidates to please submit a resume/CV and cover letter with your application. 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 $42,100.00 - $61,000.00. 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 814-865-1473. Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines