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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, see Notice to Out of State Applicants.
POSITION SPECIFICS
The Department of Entomology in the College of Agricultural Sciences is seeking an Administrative Assistant (Senior Support) to serve as staff assistant to the Department Head, performing complex, detailed tasks to support academic and administrative responsibilities.
The selected candidate will:
Oversee and coordinate departmental promotion and tenure process, annual reviews and senior faculty reviews.
Attend monthly department faculty meetings and create meeting minutes in electronic format.
Assist with the management of department endowments in eSteward.
Assist with preparing material for annual department report.
Coordinate faculty recruiting campaigns; arrange itineraries; and prepare materials and reports. Oversee planning and coordination of internal and external department
functions (set up seminars, arrange meals, lodging, travel, equipment, etc.). Periodically assist with planning functions for national meetings.
Maintain the calendar of the Department Head, coordinate meetings within the department, college, and university.
Serve as a department financial initiator and process various budget forms through SIMBA and Service Now, as needed.
Assist Department Head with analyzing reports on enrollment trends, extramural funding trends, grant submissions, award rates, and year-over-year changes etc.
Assist administrative manager with financial budget management and serve as back up financial approver.
Act on routine matters and refer others to appropriate personnel.
Delegate work as appropriate and assist with problem resolution and development of new procedures.
Perform administrative duties assigned by Department Head and Administrative Manager.
This is a hybrid position. Questions related to flexible work should be directed to the hiring manager during the interview process.
Qualifications
Required qualifications:
Possess excellent communication, organizational, and interpersonal skills.
Ability to work with little or no supervision, multi-task, and be pro-active in preparing for deadlines.
Preferred qualifications:
Proficiency in SIMBA, SAP Concur, eSteward, Activity Insight and Microsoft Office desired.
Working knowledge of university systems and experience in an academic department.
Strong financial knowledge and background
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
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 $44,628.00 - $64,668.00.
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.
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Skills Required
- Excellent communication, organizational, and interpersonal skills
- Ability to work with little or no supervision
- Ability to multitask and proactively prepare for deadlines
- Associate degree and 4+ years of relevant experience, or equivalent combination of education and experience
- Proficiency in SIMBA, SAP Concur, eSteward, Activity Insight, and Microsoft Office
- Working knowledge of university systems and experience in an academic department
- Strong financial knowledge and background
Penn State University Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Penn State University and has not been reviewed or approved by Penn State University.
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Retirement Support — Employer contributions to SERS and the TIAA Alternate Plan are described as significant, with supplemental retirement options available. Feedback suggests these choices and contributions create strong long‑term value.
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Leave & Time Off Breadth — Full‑time employees accrue over 24 sick and vacation days annually, with additional university holidays and a winter break. Feedback suggests this depth of leave supports work–life balance.
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Inclusive Benefits Coverage — A 75% tuition discount extends to employees, spouses, and dependent children up to age 26 across resident instruction, World Campus, and Penn College courses. Feedback suggests this broad eligibility meaningfully enhances total rewards, especially for families.
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What We Do
There’s a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our nearly 88,000 students and 17,000 faculty and staff know the real measure of success goes beyond the classroom—it’s the positive impact made on communities across the world. From access to state-of-the-art resources to interdisciplinary pursuits in collaborative atmospheres, a Penn State degree is more than an education. The experiences and knowledge gained here will form the foundation for the lives our students build. Their contributions to the world begin with a Penn State degree. We Are Penn State.
