Administrative Assistant Supervisor, College of the Liberal Arts

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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 Department of Anthropology and School of Labor and Employment Relations are seeking an Administrative Assistant Supervisor to oversee and support the administrative functions carried out by the administrative assistant staff in the department and school.

Additionally, this position provides administrative support in the areas of grants and contracts, advanced purchasing, and travel expense reconciliation.

Responsibilities for each of these areas include but are not limited to:

Supervision of Administrative Staff

• Supervise and mentor the Administrative Support Group Staff

• Manage schedules, manage absence requests, and approve timecards

• Oversee direct reports' workload and tasks

• Lead hiring, onboarding, training, and performance evaluations

• Provide backup support and address performance concerns as needed

Administrative and Research-Related Expenditures

• Coordinate day-to-day operations and ensure compliance with university policies

• Prepare and track financial documentation reimbursements and other transactions

• Serve as liaison to the College Research Office and support faculty with external research funding

• Assist with grant management, including initiating advance account requests and monitoring project timelines

Purchasing/Expense Reconciliation

• Manage procurement of lab materials, research supplies, and travel-related expenses

• Ensure compliance with university travel guidelines and obtain necessary approvals

• Responsible for currency conversions, per diem and mileage calculations

• Coordinate travel arrangements and serve as a liaison to the Travel Safety Network

• Submit purchasing documents and work closely with the finance team

The overall administrative team of the department and school will also depend on this position to act as the backup supervisor in the absence of the Administrative Support Manager and to provide cross-functional support to ensure smooth departmental operations.

Working independently and in a team environment, the Administrative Assistant Supervisor will utilize multi-tasking and organizational skills to complete the responsibilities of this position.

The Administrative Assistant Supervisor will frequently use Microsoft 365 applications, Workday, and SAP Concur, as well as the following which are specific to Penn State:

• WorkLion (collection of general HR information and resources, along with an inquiry system)

• SIMBA (System for Integrated Management, Budgeting and Accounting)

Qualifications:

• Excellent communication and customer service skills

• Ability to be detail-oriented and to manage and prioritize tasks

• Demonstrated commitment to creating a positive and efficient working environment.

• Basic proficiency with Microsoft Office 365

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Additional Information:

The College of the Liberal Arts 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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