Administrative Assistant, Department of Art History

Position Overview

The Department of Art History in the College of Arts and Architecture is seeking an Administrative Assistant to provide leadership and oversight for departmental administrative, academic, human resources, and student‑support functions. The Administrative Assistant will report directly to the department head and serve as a key resource for faculty, staff, and students, ensuring efficient operations, compliance with university policies, and effective management of departmental programs.
Responsibilities

Oversee departmental operations, office management, and administrative processes.
Provide calendar management support to the department head, including scheduling and prioritizing appointments, coordinating meeting logistics, and resolving scheduling conflicts.
Coordinate human resources activities, including faculty and staff hiring, onboarding, employee relations, international employment matters, and confidential personnel processes.
Administer admissions and enrollment management for the graduate student program, including degree progress tracking, graduation certification, and student support services.
Support undergraduate academic programs through policy review, graduation certification, student petitions, and academic planning.
Support faculty affairs processes, including promotion and tenure, sabbaticals, faculty searches, and evaluations.
Initiate expense reports and human resources related forms as part of routine administrative processes – including scholarship, endowment, and gift administration.
Coordinate course scheduling, enrollment management, and academic records processes.
Supervise student employees and foster a professional and collaborative work environment.
Collaborate on departmental communications, website updates, events, recruitment activities, newsletters, and stakeholder engagement efforts.
Collaborate with university offices to ensure compliance, operational effectiveness, and achievement of departmental goals.
Qualifications

Required Qualifications

Demonstrated ability to manage complex administrative processes in a professional environment
Excellent organizational and attention to detail skills
Effective written and verbal communication skills
Outstanding interpersonal and collaborative problem‑solving skills, with the ability to work independently and collaboratively
Driven to provide excellent support; inclusive and respectful when working with others
Proven ability to maintain confidentiality and exercise sound judgment with sensitive information
Ability to prioritize competing demands, manage multiple tasks, and adapt to changing needs
Commitment to continuous improvement, innovation, and fostering a positive workplace culture
Preferred Qualifications (one or more)

Proficiency using Workday, LionPATH, 25Live Optimizer, eSteward, SAP Concur, SIMBA, shared document platforms, or web‑based tools used to support academic or personnel operations
Experience in higher education, academic administration, human resources coordination, student services, or office management
Familiarity with university systems and processes such as faculty affairs, student records, budget tracking, and event coordination
Experience supporting multiple stakeholders in a complex organizational environment
Demonstrated ability to improve or streamline administrative processes
Education and Certifications

Associate Degree + 4+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications: None
Work Arrangements

The College of Arts and Architecture supports flexible work arrangements when feasible and aligned with the needs of the unit and role’s responsibilities. Questions about flexibility or remote work can be addressed with the hiring manager during the interview process.
Background Checks

Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.
Salary & Benefits

The salary range for this position, including all possible grades, is $44,628.00 – $64,668.00.
Benefits include comprehensive medical, dental, and vision coverage; robust retirement plans; substantial paid time off (holidays, vacation, and sick time); and a generous 75% tuition discount for employees, eligible spouses, and children.
EEO Statement

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. Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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