Administrative Assistant, School of Labor and Employment Relations

About the position Join the School of Labor and Employment Relations team as an Administrative Assistant and serve as the faculty and alumni relations coordinator. This role is great for individuals looking for variety in their next career move. This position is responsible for assisting the School Director and Administrative Support Manager to ensure the efficient day-to-day operation of the office. The Administrative Assistant will also serve in all capacities in the recruitment activities of Labor and Employment Relations faculty, developing and fostering relationships with the candidates, along with processing personnel paperwork and assisting with new appointments, reappointments, and the promotion and tenure process. More specific responsibilities of the Administrative Assistant include but are not limited to: Coordinate both the promotion and tenure process and the non-tenure-track promotion process for the School: advise on policy and procedures, ensure promotion packets are accurate and complete, and deadlines are strictly adhered to. Manage and coordinate the faculty recruitment process: prepare advertisements for faculty positions, support search committee operations, arrange and coordinate logistics for campus visits. Process faculty appointments and reappointments and immigration applications; assist employees, scholars, and/or visitors regarding form requirements, compliance, and other inquiries. Serve as the liaison to the Office of Global Programs to coordinate the visa process for faculty and visiting scholars. Oversee the School Director’s calendar: coordinate meetings and ensure deadlines are met. Assist the School Director with confidential and non-routine administrative duties, providing support for correspondence. Manage the sabbatical leave process and other faculty affairs issues in the School. Oversee Alumni Relations, serving as the primary point of contact and coordinating all alumni events. Serve as the facilities coordinator for the School, working with the College’s facilities coordinator and other university offices to oversee building access. Assist new hires with office assignments, equipment, and set up. The Administrative Assistant will also provide backup support to others on the administrative team. To complete this position’s responsibilities, the Administrative Assistant will work both independently and collaboratively, utilizing organizational skills and the ability to manage and prioritize tasks.

Responsibilities

• Coordinate both the promotion and tenure process and the non-tenure-track promotion process for the School: advise on policy and procedures, ensure promotion packets are accurate and complete, and deadlines are strictly adhered to.
• Manage and coordinate the faculty recruitment process: prepare advertisements for faculty positions, support search committee operations, arrange and coordinate logistics for campus visits.
• Process faculty appointments and reappointments and immigration applications; assist employees, scholars, and/or visitors regarding form requirements, compliance, and other inquiries.
• Serve as the liaison to the Office of Global Programs to coordinate the visa process for faculty and visiting scholars.
• Oversee the School Director’s calendar: coordinate meetings and ensure deadlines are met.
• Assist the School Director with confidential and non-routine administrative duties, providing support for correspondence.
• Manage the sabbatical leave process and other faculty affairs issues in the School.
• Oversee Alumni Relations, serving as the primary point of contact and coordinating all alumni events.
• Serve as the facilities coordinator for the School, working with the College’s facilities coordinator and other university offices to oversee building access.
• Assist new hires with office assignments, equipment, and set up.
• Provide backup support to others on the administrative team.

Requirements

• Demonstrates high-level of attention to detail
• Excellent communication (both verbal and written) and interpersonal skills
• Driven to provide excellent customer service
• Ability and willingness to learn job-related software
• Ability to adhere to established deadlines

Benefits

• 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.

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