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

Penn State University•University Park, IL

2d•$44,628 - $64,668•Hybrid

About The Position

The Administrative Assistant – Senior Support position supports the daily operations of the Office of the Vice Provost and Dean at the Fox Graduate School. The role provides executive and office support, communications, meeting coordination, student-facing service, financial processing, and special-event assistance. It serves students, faculty, staff, visitors, and partners, and works closely with colleagues and the Events Coordinator. The position is primarily in person and supports core office hours of 8:00 a.m. to 5:00 p.m.; limited hybrid work may be available after the first six months. Some events require work outside normal business hours. Additional responsibilities may be assigned based on office needs.

Requirements

Associate degree and at least four years of relevant experience, or an equivalent combination of education and experience.
Proficiency with Microsoft Office applications and calendaring tools.
Excellent interpersonal, organizational, written, and verbal communication skills.
Strong commitment to customer service.
Flexibility to manage changing priorities and multiple responsibilities.
Self-motivation and ability to work independently while contributing to an inclusive, team-oriented environment.
Ability to handle confidential information with discretion and sound judgment.
Strong time management, adaptability, and attention to detail.
Successful completion of background check(s) in accordance with University policies.
Must be authorized to work in the United States; Penn State does not sponsor or take over sponsorship of a staff employment visa.

Responsibilities

Plan, organize, and coordinate daily office activities and administrative processes within the Office of the Vice Provost.
Greet visitors, provide information, and review, respond to, or direct inquiries to the appropriate resource.
Coordinate calendars, meetings, and travel arrangements for the Dean, Associate Deans, and other staff members.
Manage meeting scheduling and logistics; prepare materials and agendas; take minutes; and arrange reception setup when needed.
Compose, review, and distribute professional internal and external communications.
Collect, organize, research, and analyze information and data for reports, presentations, summaries, contracts, and proposals.
Monitor and process financial transactions, track expenditures, and maintain accurate records.
Serve as a first point of contact for graduate student inquiries and collaborate with other units to support compliance with University policies and procedures.
Create and maintain files, databases, and spreadsheets, including confidential student-case records.
Perform non-routine and confidential administrative duties and authorized proxy responsibilities, using discretion and sound judgment.
Support events by reserving spaces, developing itineraries, preparing materials, coordinating work across teams, and serving as a vendor point of contact.
Work with the Events Coordinator and assist with Commencement, the Graduate Exhibition, welcome events, and other signature programs.
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, including occasional work outside normal business hours.