Student Fee Operations Specialist

Student Fee Operations Specialist

Penn State Harrisburg seeks a full time Student Fee Operations Specialist to be a staff member responsible for strengthening the operational, organizational, and student-facing support functions of the Student Initiated Fee program. This role ensures consistent access to information, resources, and guidance for students and campus partners while maintaining accurate documentation, clear communication, and efficient day-to-day operations. This position provides dedicated operational leadership to support education, communication, and sustainability.

This position reports to the Student Fee Coordinator. Job responsibilities include collaboration with the Student Fee Finance Specialist, Student Affairs, Student Organizations, Financial Services, Procurement, and other campus partners involved in student fee-funded initiatives.

Student Support

• Serve as a primary point of contact for student inquiries related to the Student Initiated Fee process, providing timely, accurate, and student-centered guidance.
• Manage calendars, scheduling, and coordination of meetings, proposal reviews, deadlines, and operational workflows.
• Support the daily functioning of Student Fee processes to ensure consistent availability and responsiveness to students and campus partners.
• Assist students and organizations in understanding procedures, timelines, documentation requirements, and available resources.
• Maintain consistent communication channels to ensure students receive clear and accessible information regarding Student Fee processes.
• Coordinate operational needs for meetings and events, including materials, communications, and follow-up documentation.

Resource Management

• Maintain electronic records, shared drives, and document management systems to ensure organization, accessibility, confidentiality, and version control.
• Assist with preparation, formatting, and distribution of communications, forms, templates, and informational materials.
• Track submissions, proposals, and required documentation to ensure completeness, accuracy, and timeliness.
• Support the development of digital resources such as tutorials, guides, and informational materials to improve student understanding of Student Fee processes.
• Maintain organized documentation to support transparency, continuity, and audit readiness.

Data Tracking, & Reporting

• Assist with routine data entry, tracking, and maintenance of records related to Student Fee proposals, allocations, and outcomes.
• Support preparation of reports and summaries related to Student Fee activity, trends, and operational metrics.
• Monitor submission timelines and follow-up actions to support accountability and timely completion of processes.

Inventory Management

• Manage and maintain inventory of shared Student Fee–funded resources, including tracking availability, coordinating sign-out processes, and supporting user education.
• Ensure students and campus partners have a clear understanding of how to access and responsibly use shared resources.
• Support organization and maintenance of physical and digital resources associated with Student Fee operations.

Collaboration and Continuous Improvement

• Work collaboratively with the Student Fee Coordinator, Student Fee Finance Specialist, and campus partners to improve operational efficiency and student access.
• Identify opportunities to streamline processes, improve communication, and enhance understanding of Student Fee systems.
• Support a culture of transparency, accountability, and student-centered service within the Student Fee program.

• Experience in administrative coordination, student services, program support, or a related professional setting.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and workflows.
• Excellent written and verbal communication skills with the ability to explain complex processes clearly to diverse audiences.
• Ability to work independently and collaboratively in a fast-paced, service-oriented environment.
• Experience maintaining accurate records, managing documentation, and supporting operational processes.
• Commitment to student-centered…