Administrative Specialist - Office of the Senior Vice President for Research

Penn State University • Ferguson Township, PA

2d • $51,000 - $74,000

About The Position

The Office of the Senior Vice President for Research (OSVPR) is seeking qualified and experienced candidates for the position of Administrative Specialist. This position will be filled at the Administrative Assistant - Senior Support level. The Administrative Specialist will provide direct administrative support to the SVPR / Executive Assistant, Associate Vice President for Research Operations, and the Strategic Finance Office (SFO) in OSVPR.

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Responsibilities

• Provide comprehensive administrative support to the SVP for Research (SVPR) and AVP, including managing communications, drafting correspondence, and representing the SVPR office at internal and external meetings with stakeholders such as executives, donors, unit leaders, and industry partners.
• Coordinate logistics for travel, calendars, meetings, committees, position searches, and events.
• Prioritize requests, resolve issues, and liaise with appropriate units.
• Review documents for accuracy and compliance, ensuring deadlines are met.
• Perform routine and confidential administrative duties, including proxy budget responsibilities when authorized.
• Serve as lead records retention liaison for the SVPR unit, ensuring compliance with policies, maintaining records, generating reports, and overseeing document audits and destruction per guidelines.
• Manage the promotion and tenure process for the SVPR office, including committee coordination, material collection via PTORP (Promotion and Tenure Online Reviewing Platform), and follow-up with candidates and reviewers.
• Collaborate with the Strategic Finance Partner (SFP) to draft and distribute communications, resolve issues, and maintain the SFP Teams site.
• Order supplies for finance and HR offices, and handle confidential document scanning and filing.
• Monitor unit budgets, track financial transactions, and assist with reports and audits.
• Support AVP Research Operations with fiscal coordination and special projects.
• Provide backup assistance to the Associate VP for Strategic Initiatives and Assistant VP for Research Business Development as needed.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees