Penn State Job Catalog

The Administrative Assistant to the Chancellor / Senior Academic Administrator provides high-level support and reports directly to a senior academic administrator (i.e. Campus Chancellor, Senior Associate Dean, Vice Dean at the College of Medicine, or Vice Chancellor at a College Campus); requires exceptional organizational skills, discretion, sound judgment, and the ability to manage multiple priorities in a very fast-paced environment; serves as a trusted partner, ensuring efficiency in daily operations and supporting key business initiatives; coordinates a variety of high-level, confidential, and sensitive internal and external communications; manages complex projects and events; coordinates budgetary expenditures; develops and maintains positive liaison relationships with various internal and external customers.

• Provide high-level support for a chancellor or senior academic administrator
• Oversee office operations and administrative functions
• Manage internal and external communications including responding on behalf of the chancellor or senior academic administrator to personal and confidential correspondence and phone calls
• Represent the chancellor or senior academic administrator's office; develop and maintain positive liaison relationships with various internal and external customers
• Coordinate with multiple areas of the University to assist in the resolution of issues and/or concerns
• Assist in planning and execution of organizational initiatives and projects; provide advice and input on strategic planning process; manage complex projects, events, and programs
• Coordinate logistics for the chancellor or senior academic administrator and office, including travel arrangements, approving expenditures, calendaring, scheduling and organizing meetings, prioritizing requests, assembling committees, and form approvals
• Prepare agendas and meeting materials on behalf of the chancellor or senior academic administrator
• Research and draft communications such as talking points, speech scripts, responses to correspondence, and presentations
• Coordinate with Finance Strategic Partner on complex financial matters; prepare and monitor budget information
• Interpret policies, procedures, and reporting requirements; recommend changes as appropriate
• Maintain confidential and sensitive records and data systems; retrieve, compile, and generate reports at the chancellor or senior academic administrator
• Determine, secure, and allocate staffing, equipment, and space needs for the office
• May supervise, train, and provide performance input for assigned administrative staff

Level:

– Senior Support

Base Description:

– Completes administrative activities and tasks of a technical or functional nature.

Level Summary:

– Demonstrates proficient and comprehensive knowledge of defined skill areas. Applies knowledge of principles, practices, and procedures of a particular field to decision–making and problem–solving. Works under minimum supervision on varied and sometimes difficult work assignments, conferring with supervisor or subject matter experts on unusual matters. May lead others or a team in completion of complex assignments. Interprets and communicates information clearly, accurately, and persuasively. Researches and tries new approaches when solving difficult or novel problems.

Supervisory Responsibilities:

– May serve as lead support staff and/or provide basic direction to lower level support staff
– May serve as direct supervisor for part–time, student, and/or temporary workers or volunteers

Fiscal Responsibilities:

– Handles financial transactions
– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems; occasionally faces more complex and/or varied problems
– Typically follows recommended course of action and procedures to resolve problems
– May use experience to resolve more complex and/or varied problems, with supervisor oversight
– Demonstrates proficient and comprehensive knowledge of institutional policies and procedures in determining course of action

Independence of Action:

– Works with minimal supervision on more difficult work assignments, conferring with supervisor on unusual matters
– May set priorities and organize work within general guidelines established by supervisor

Communication and Collaboration:

– Communicates internally within working unit and/or the University
– May communicate with external audiences for scheduling/coordination
– Collaborates closely with team members; may interact with other staff outside of area
– Interprets and communicates information, ideas and instructions clearly and accurately both verbally and in written materials that may be intended for distribution

• Comp Grade – 8
• Minimum – $51,000.00
• MidPoint – $62,500.00
• Maximum – $74,000.00

• Adaptability
• Attention To Detail
• Calendaring
• Contract management
• Customer Service
• Document management
• Emotional Intelligence
• Event management
• Microsoft Office
• Office management
• Operational planning
• Project Management
• Technical proficiency
• Time Management
• Travel coordination