Administrative Assistant - Police Recruitment

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
• If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

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

Penn State University Police and Public Safety (UPPS) is responsible for protecting and serving more than 100,000 students, employees, and visitors at all campuses across the Commonwealth of Pennsylvania.We are a cohesive and centralized department with sworn police officers who have full law enforcement authority serving all campuses with our headquarters located at University Park.

We are hiring a UPPS Administrative Assistant - Police Recruitment to join our team.We're looking for a well-rounded Administrative Assistant to provide assistance to the District Chief overseeing police administration at the University Park campus. This position is a central link connecting the Penn State Police Department with various local, state and federal policing agencies, outside vendors, University-wide departments, as well as Penn State personnel to include students, faculty, and staff members.

Responsibilities will include:

• Administrative aspects of the recruitment process:
  • Assist in the posting and maintenance of job vacancies in Workday
  • Work in tandem with Talent Acquisition and Human Resources to ensure timely completion of all hiring requirements
  • Schedule candidate interviews
  • Coordinate pre-employment appointments, fingerprints, and meetings
  • Create and maintain files and databases for all candidates
  • Submit all recruitment-relevant paperwork related to the hiring and onboarding of new employees
  • Participate in the development and scheduling of initial new hire week requirements

• Updates to department Intranet:
  • New hire, separation, transfer, and promotion announcements
  • Contractual seniority lists updates

• Maintain department email and listservs via Office 365
• Support and back-up to department key and facility coordinator
• Support and maintain supervisor meeting schedules
• Collect, organize, research, and analyze information and data to assist in preparing reports, presentations, summaries, and proposals

This position will work in various University databases and software programs including, SIMBA (System for Integrated Management, Budgeting, and Accounting), Workday/Worklion (our HR Information System), SAP Concur, scheduling software and lost & found tracking among others.

This is an on-site position requiring attendance in the office five days per week. We recognize that unexpected situations arise, so occasional remote work may be approved for emergency or exceptional circumstances with manager approval. This role is not a hybrid position.

The successful candidate:

• Must be detailed oriented including the ability to apply University and department policies as well as the collective bargaining agreement
• Will be able to multitask and meet strict deadlines
• Must have excellent written and verbal communication skills, as well as the ability to work with minimal supervision
• Exercises good judgment when dealing with sensitive and confidential information
• Possess proficient skills utilizing Microsoft Office programs such as Word, Excel, Teams and PowerPoint

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

An in-depth background investigation and a CJIS fingerprint check will be required to work within the police facility.

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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