Administrative Support Coordinator (level 5)

Company: Penn State University
Location: State University
Posted on: May 28, 2023

Job Description:

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      JOB DESCRIPTION AND POSITION REQUIREMENTS:
      
      The Department of Agricultural and Biological Engineering in the College of Agricultural Sciences (CoAS) at The Pennsylvania State University is seeking applications for an Administrative Coordinator (level 5) position to assist Department Head on duties related to departmental affairs. This is a full-time exempt position. We seek an outstanding candidate who demonstrates interests, ability, and accomplishments in assisting Department Head in departmental planning, management of day-to-day departmental affairs/operations and staff supervision.
      
      Overall, this position is responsible for providing direction for the numerous administrative operational activities of an academic department. Duties include:
      
      • Assist Department Head with preparing various reports and confidential documents, program reviews, annual review of personnel, promotion and tenure dossiers.
      • Manage and oversee administration of unit budgets; review and approve financial transactions.
      • Oversee grants and contracts management.
      • Coordinate unit academic and non-academic personnel actions with College's Human Resources Office. Assist in recruitment of faculty; initiate the process to appoint and terminate graduate assistantship appointments, postdoctoral scholar appointments, and fixed-term staff appointments.
      • Assist in interviewing, hiring, and supervision of four full-time staff assistants.
      • Maintain academic/administrative policies and deadlines.
      • Consult with both CoAS and College of Engineering administrative areas on financial and student issues.
      • Oversee stewardship and tracking of gifts for the Department.
      • Help to coordinate and maintain electronic calendar for the Department Head.
        
        More specific departmental support includes reception duties, assisting with scheduling visits and interviews for faculty and staff positions, and routine departmental processes. Position includes use of University systems and serves as backup for other functions in the department. This position interacts with departmental faculty, staff and students as well as College and University-wide faculty, staff and students. Additionally, this position interacts with business and industry partners. Number of faculty in department is 26, with 4 full time staff members, and currently 47 graduate students. The extent of impact of this position encompasses both domestic and international components based on interaction with various faculty, students, alumni, and government and industry contacts. More specific duties include, but not limited to:
        
        • General support to the Department Head and general support for the department, assist department head with day-to-day operations of the department, promotion and tenure material preparation and logistics, attend department meetings, collect and organize accreditation materials, assist with annual department report.
        • Help with departmental communications as needed, and liaison to the college communications groups.
        • Supervise other staff members, including conducting their annual evaluations, handle potential issues/challenges related to staff personnel.
        • Serve on various committees as assigned (department, college and university-wide). Manage key and card swipe requests for faculty, staff, and students. Maintain departmental forms (mailing, vehicle, routing), copying, mailing, and correspondence. Serve as backup for accessing and processing information in LionPath and 25 Live scheduling systems.
        • Process graduate student appointments. Process post-doctoral research associate and visiting scientist/scholar appointments and paperwork using the iSTART system.
        • Interact with other CoAS Administrative Coordinators. Assist, coordinate and support departmental activities and events including advisory board meetings and correspondence (Biorenewable Systems Advisory Board, Industrial and Professional Advisory Council - IPAC).
        • Assist in coordinating the faculty and staff position searches to include setting up itineraries, logistics, interacting with prospective candidates and assisting with travel arrangements as requested.
        • Oversee the process of acknowledgments to scholarships and department donors using the eSteward system.
        • Assist Department Head and faculty on pre-award processes for grants.
        • Typically works with minimal supervision on difficult and complex assignments, conferring with manager on unusual matters. Promotes a culture that is conducive to effective relationships among diverse team members and values Diversity, Inclusion and Ethics.
        • Interprets and communicates information, ideas and instructions professionally, accurately and persuasively both verbally and in writing including materials for distribution. Effectively keeps up with new technology and innovative ideas for self-improvement and group processes and applies creative thinking to develop new solutions to increase work ethics and efficiency.
          
          The position directly reports to the Department Head.
          
          Education and Experience:
          
          This position will be filled as a level 5 and typically requires an Associate's Degree or higher plus 5 years or more of related experience or an equivalent combination of education and experience related to the aforementioned or similar topics. Proficiency with Windows, Microsoft Office, Adobe products and the Penn State SIMBA system as well as excellent interpersonal, organizational written and verbal communication skills are required. Attention to detail and good judgment are vital requirements. The Administrative Coordinator in this position will be expected to consider scales of local and regional processes, while maintaining global perspectives while working with international students, faculty members and other staff members. Ability to communicate effectively, to provide creative leadership, and to work cooperatively with students, faculty, staff, and industry and agency groups is paramount. Demonstrated ability to function in a multidisciplinary and transdisciplinary team environment is a requirement.
          
          The Agricultural and Biological Engineering (ABE) Department: The mission of the ABE department is to promote global sustainability through the engineering science, business, and technical management of biological and agricultural systems. In addition to comprehensive transdisciplinary research, extension, and service activities in bioproducts, food, bioprocessing, natural resource engineering, and agricultural systems, the ABE department supports undergraduate and graduate resident education programs in: Biological Engineering (bachelor's), Agricultural and Biological Engineering (MS and Ph.D.), and BioRenewable Systems (BS, MS, and Ph.D.), and an interdisciplinary specialization in Environmental Resource Management. For more information, visit our site at www.abe.psu.edu.
          
          Application: Apply online to job REQ_0000042302 at https://hr.psu.edu/careers. Applications received by May 17, 2023 will receive full consideration, though review will continue until the position is filled. Candidates should provide a cover letter that includes statement of interest, curriculum vitae and commitment towards valuing a diverse, inclusive, and equitable environment. Employment will require successful completion of background check(s) in accordance with University policies.
          
          Questions can be directed to the Search Committee Chair and Department Head Dr. Suat Irmak (sfi5068@psu.edu).
          
          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 inclusive excellence 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 inclusive excellence as a core strength and an essential element of our public service mission.
          
          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.
          
          Employment with the University will require successful completion of background check(s) in accordance with University policies.
          
          EEO IS THE LAW
          
          Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, 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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Keywords: Penn State University, Memphis , Administrative Support Coordinator (level 5), Administration, Clerical , State University, Tennessee