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

The Pennsylvania State University•University Park, FL

1d•Hybrid

About The Position

The Administrative Assistant supports the daily work of the Office of the Vice Provost and Dean of the Fox Graduate School, helping provide a welcoming and responsive experience for students, faculty, staff, visitors, and partners. The role includes executive and office support, communications, meeting coordination, student-facing service, financial processing, recordkeeping, and special-event support. The position is filled at the Administrative Assistant – Senior Support level. 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 Fox Graduate School events require work outside normal business hours.

Requirements

Associate degree.
At least 4 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, 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.
Ability to handle confidential information with discretion and sound judgment.
Strong time management, adaptability, and attention to detail.
Authorization to work in the U.S.; Penn State does not sponsor or assume sponsorship of a staff employment visa.
Successful completion of required background checks.

Responsibilities

Plan, organize, and coordinate daily office activities and administrative processes.
Greet visitors, provide information, and review, respond to, or direct inquiries to appropriate resources.
Coordinate calendars, meetings, and travel arrangements for the Dean, Associate Deans, and other staff.
Manage meeting schedules and logistics, prepare materials and agendas, take minutes, and arrange reception setup when needed.
Compose, review, and distribute 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 records related to student cases.
Perform non-routine and confidential administrative duties and authorized proxy responsibilities.
Reserve event spaces, develop itineraries, prepare materials, coordinate work across teams, and serve 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 event support outside normal business hours when needed.