Penn State is looking for an Administrative Assistant to provide comprehensive administrative and operational support for the dean’s office of the College of Information Sciences and Technology (IST). You will be a key point of contact, manage critical workflows, and serve as the college Budget Administrator, collaborating closely with the dean’s office leadership team.

What You'll Do

Coordinate the hiring process for wage payroll employees and J-1 interns, ensuring accurate paperwork and onboarding.
Provide administrative support to college-level committees, including scheduling, agenda preparation, note-taking, and tracking action items.
Manage college-level faculty committee elections by coordinating nominations, overseeing voting, tracking results, and communicating outcomes.
Oversee all aspects of IST faculty and staff award nominations, including timelines, packet preparation, website updates, and event logistics.
Lead planning and execution for dean’s office-sponsored events and provide support for other college events as needed.
Support faculty affairs processes such as promotion and tenure documentation and faculty searches.
Provide backup calendar and meeting support for the dean, associate deans, and Chief of Staff.
Regularly review administrative guidelines and dean’s office web pages, serving as the first point of contact for updates and routing requests.
Build, manage, and improve dean’s office workflows and tracking systems using Smartsheet.
Serve as backup to the dean’s office supervisor and receptionist during absences or peak periods.
Review and approve faculty and administrative transactions in Workday, including adjunct appointments, supplemental pay, and TA/RA appointments.
Learn, understand, and approve labor distribution plans in SIMBA for faculty, graduate assistants, and teaching assistants.
Collaborate with the Research Manager and faculty to complete effort certifications and Sponsored Management Cost Sharing (SMCS) requirements.
Initiate financial transactions in SIMBA and Workday, and may assist in managing budgets for general funds, research grants, contracts, and endowments.
Assist faculty and graduate students with SAP/Concur forms for travel and group meals, verifying receipts and reimbursement policies.
Process electronic forms in SIMBA, approve journal entries and accounts payable transactions, authorize purchase orders, and prepare bank deposits.
Collaborate with other dean’s office team members to support cross-training and reliable coverage of Budget Administrator duties.

What We're Looking For

Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience

Technical Stack

Workday
SIMBA
SAP/Concur
Smartsheet

Team & Environment

You will provide dedicated support for the dean’s office and work closely with the dean’s office leadership team.

Benefits & Compensation

Salary: $42,100.00 - $61,000.00
Comprehensive medical, dental, and vision coverage
Robust retirement plans
Substantial paid time off including holidays, vacation, and sick time
Generous 75% tuition discount for employees and eligible spouses and children

The Pennsylvania State University 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.

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.