Administrative Support Assistant 4 in the Department of Mechanical Engineering

Penn State

University Park, PA

ID: 7111687
Posted: September 26, 2022
Application Deadline: Open Until Filled

Job Description


The Department Head Office in the Department of Mechanical Engineering at the Pennsylvania State University is seeking an Administrative Support Assistant 4. This is an important role in the Department of Mechanical Engineering, responsible for managing the day-to-day administrative functions and operations in the Department Head Office.

Specific duties include, but are not limited to:

Coordinate workflow and communication between the Department Head Office and various groups external to and within the University.

Organize, arrange, and prioritize calendars and meetings including travel arrangements, detailed itineraries, and complex travel reimbursements.

Process various budget forms through SIMBA as needed, as well as place purchase orders for Department Head Office and process travel and PCard transactions through SAP Concur for Department Head.

Oversee and coordinate departmental promotion and tenure process.

Oversee processes for faculty applications in consideration of sabbatical leave.

Coordinate administrative functions for faculty hiring committees, including setting up meetings, providing access to the needed materials, and maintaining appropriate confidential handling of all materials.

Organize meetings and distribute agendas, including coordination of all speakers.

Manage communications with all advisory board members and department visitors.

Provide general support to the Department Head.

Typically requires a High School Diploma or higher plus three years related experience, or an equivalent combination of education and experience. The successful candidate will work regularly with Microsoft Word, Excel and Publisher. Experience with Penn State systems is desirable, but not required. Must be able to work effectively both independently and as a collaborative member of a high functioning team. Must be able to work well with a diverse population of students, faculty, staff, and others.

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.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.


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.

Employment with the University will require successful completion of background check(s) in accordance with University policies.