Administrative Assistant Senior Support - Office of the Vice Provost and Dean

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.

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POSITION SPECIFICS​

Bring your organizational skills, service mindset, and attention to detail to a collaborative role supporting the daily work of the Fox Graduate School!

As an Administrative Assistant in the Office of the Vice Provost and Dean, you will help create a welcoming and responsive experience for students, faculty, staff, visitors, and partners. This position offers a varied portfolio that includes executive and office support, communications, meeting coordination, student-facing service, financial processing, and special events.

This position will be filled at the Administrative Assistant – Senior Support level.

What You Will Do

• Keep the office running smoothly: Plan, organize, and coordinate daily office activities and administrative processes within the Office of the Vice Provost.
• Create a welcoming experience: Greet visitors, provide helpful information, and review, respond to, or direct inquiries to the appropriate resource.
• Support leaders and colleagues: Coordinate calendars, meetings, and travel arrangements for the Dean, Associate Deans, and other staff members.
• Coordinate effective meetings: Manage scheduling and logistics, prepare materials and agendas, take minutes, and arrange reception set-up when needed.
• Communicate clearly: Compose, review, and distribute professional internal and external communications.
• Turn information into useful resources: Collect, organize, research, and analyze information and data for reports, presentations, summaries, contracts, and proposals.
• Support responsible operations: Monitor and process financial transactions, track expenditures, and maintain accurate records.
• Assist graduate students: Serve as a first point of contact for student inquiries and collaborate with other units to support compliance with University policies and procedures.
• Maintain organized records: Create and maintain files, databases, and spreadsheets, including confidential records related to student cases.
• Exercise discretion and sound judgment: Perform non-routine and confidential administrative duties and authorized proxy responsibilities.
• Help deliver memorable events: Reserve spaces, develop itineraries, prepare materials, coordinate work across teams, and serve as a point of contact for vendors.
• Partner on Fox Graduate School programs: Work closely with the Events Coordinator and assist with events such as Commencement, the Graduate Exhibition, welcome events, and other signature programs.
• Contribute to team success: Interview, train, or mentor support staff as needed; maintain inventory; order supplies; coordinate equipment maintenance; and process facilities work orders.
• Provide schedule and event support: Some Fox Graduate School events require work outside normal business hours. Event responsibilities include Commencement, the Graduate Exhibition, welcome events, and other graduate programs.
• Additional responsibilities may be assigned based on office needs.

What Will Help You Succeed

• Proficiency with Microsoft Office applications and calendaring tools.
• Excellent interpersonal, organizational, written, and verbal communication skills, with a strong commitment to customer service.
• Flexibility to manage changing priorities and multiple responsibilities.
• Self-motivation and the ability to work independently while contributing to an inclusive, team-oriented environment.
• The ability to handle confidential information with discretion and sound judgment.
• Strong time management, adaptability, and attention to detail.

Work Arrangement: This position supports core office hours of 8:00 a.m. to 5:00 p.m. and is primarily in-person, with the opportunity for limited hybrid work after the first six months in the position.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

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

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 $44,628.00 - $64,668.00.

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.

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