Administrative Assistant - Police Recruitment
At a glance
Junior Recruiting & Talent Acquisition role at Penn State. Penn State University Park · full-time · $40,608–$58,836 base.
hrroles summary, based on the employer's posting.
What you'll do
- Keep police job openings current in Workday and coordinate with HR and Talent Acquisition to move hiring steps along
- Arrange candidate interviews, pre-employment appointments, fingerprinting and meetings, then organize candidate records and hiring paperwork
- Help plan new-hire week and post staff changes, seniority updates and department email-list information
- Maintain supervisor schedules and back up the department’s key and facilities coordination
- Gather and review information for reports and presentations, and update department records across its listed systems
What you bring
- A high school diploma or GED, plus at least two years of relevant work experience
- Strong written and spoken communication, careful attention to detail and the ability to manage deadlines with limited supervision
- Sound judgment with confidential information and working ability in Microsoft Word, Excel, Teams and PowerPoint
Who this fits
This junior administrative role suits someone who can juggle recruiting coordination, office records and sensitive information. You’ll work on site at University Park five days a week; occasional remote work may be approved for exceptional circumstances. Employment requires U.S. work authorization, a successful background investigation and a CJIS fingerprint check.
From the employer
APPLICATION INSTRUCTIONS:
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, see Notice 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
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience
Required Certifications:
None
An in-depth background investigation and a CJIS fingerprint check will be required to work within the police facility.
BACKGROUND CHECKS/CLEARANCES
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 $40,608.00 - $58,836.00.
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.
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.