Administrative Assistant, Office of the Chancellor

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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 Penn State Lehigh Valley campus invites applications for the Executive Administrator to the Chancellor. This full-time position provides primary administrative support to the Chancellor. It manages and oversees the daily activities of the office, works closely with the campus' Advisory Board, faculty, staff, and donors, serves as liaison with internal and external constituents including other University departments, students, and manages student interns, ensuring schedules are maintained and deadlines are met. This position oversees multiple projects undertaken by the Chancellor and performs confidential administrative duties and handles all responsibilities in the absence of the Chancellor.

The successful candidate will be responsible for the following:

• Providing high level support to Chancellor, managing daily activities and operations of the Chancellors office.
• Assisting the Chancellor in coordinating and completing projects and reports.
• Managing activities and operations of the Chancellors office including the Chancellor's calendar, which requires ability to prioritize.
• Planning, coordinating, overseeing, and hosting meetings and events for Chancellor such as Advisory Board, Executive Committee meetings, University Park visits, regional meetings, University Park Faculty Senate visits, searches.
• Coordinating Chancellor Chats, Town Hall and All Campus Day meetings.
• Serving as liaison for Chancellor to Vice President of Commonwealth Campuses Office, Campus Faculty Senate and the Campus Staff Advisory Council.
• Preparing emails and campus communications on behalf of the chancellor.
• Providing administrative support for Chancellor's Council and acts as liaison between campus leadership and the Chancellor.
• Fielding any requests to resolve issues that do not require the Chancellor's attention.
• Overseeing and monitoring confidential administrative information and duties, personnel issues, salary and budget information and serves as budget administrator to approve expenditures.
• Serving as Chancellor office representative for Commencement Planning including selection of the commencement speaker and student marshal.
• Supervising 1-2 student interns.
• Supporting various campus recruitment searches.
• Handling Chancellors travel arrangements and travel reimbursements in CONCUR.
• Managing direct relationships with our advisory board members as well as the 8 external boards on which the chancellor serves.
• Drafting agendas, preparing bios, creating bullet points/PowerPoints, and writing reminders for chancellor's meetings.
• Analyzing information for special projects and reports, draft speeches, handbooks, newsletters, articles, conference materials, etc.
• Leading the coordination of functions such as seminars, workshops, and banquets, including travel, lodging, meals, etc.
• Working closely with the Faculty Affairs Coordinator to make sure all academic deadlines are met.

Requirements

• Excellent writing, interpersonal and organizational skills are a necessity to success in this role.

Candidates for consideration must submit a cover letter and a resume. Review of applicant materials will begin immediately and continue until the position is filled.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

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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