Administrative Assistant - Office Vice Provost and Dean, Fox Graduate School

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 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…