Department Head Assistant - College of Engineering, Department of Aerospace Engineering

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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, see Notice to Out of State Applicants . POSITION SPECIFICS The Department of Aerospace Engineering within the College of Engineering is seeking an Administrative Assistant - Senior Support with excellent interpersonal and organizational skills. This position will provide administrative support to Aerospace Engineering's Department Head. The successful candidate will primarily be responsible for the following: Administrative support for faculty affairs, including preparing dossiers for promotion and tenure, tracking the required schedule of reviews, and maintaining appropriate records. Administration of development and alumni relations as per department head direction, including ensuring a regular cycle of correspondence with donors and alumni, drafting letters to them, and organizing visits and events. Administration of communications and marketing as per department head direction, including initiating and tracking writing of articles, monitoring department website for current, appropriate content and ensuring department maintains current marketing materials. Administrative support for the department Industrial and Professional Advisory Committee (IPAC), including scheduling and arranging their formal-annual and informal meetings, and maintaining appropriate records. Administrative support for faculty governance including election of faculty committees, tracking and supporting their meetings, and ensuring proper documentation. Organize department events, visits and faculty interviews; coordinate travel logistics, reserve spaces, arrange catering, develop itineraries, prepare materials, ensure appropriate on-site support is provided. Directly or by supervising student workers, ensure department reception during business hours, including greeting and helping visitors, faculty, staff and student inquiries by responding and directing accordingly. Directly or by supervising student workers, maintain department headquarters as a resource for faculty and staff, including monitoring and ordering inventory of office and instructional supplies. Serve as central point of contact for concerns with facilities for department faculty, staff and students, ensuring that concerns are directed as appropriate. Maintain department calendars, including scheduling and coordinating meetings and events for the Department Head. Monitor and approve financial documents and transactions in Penn State systems and act as a department initiator (SIMBA, WorkDay, WorkLion, SIMS, ServiceNow). 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 Preferred Quailifcations: Ability to work in a fast-paced, confidential environment A bility to responsibly handle confidential and sensitive information Dedication to and understanding of the skills required to build relationships with diverse communities Understanding of Microsoft Applications Demonstrated commitment to diversity, equity, inclusion, and belonging Strong organization skills and attention to detail Exemplary interpersonal and communication skills Proven ability to self-motivate and work both independently and as part of a team Commitment to professional development, learning, and being mentored 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. 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 c