Leadership Support and Administrative Coordinator - The Fox Graduate School

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Office of the Vice Provost for Graduate Education and Dean of the J. Jeffrey and Ann Marie Fox Graduate School (OVPD) seeks an experienced administrative professional in the role of Leadership Support and Administrative Coordinator to provide a high level of administrative support and customer service to internal and external constituents of the Fox Graduate School.

Reporting to the Administrative Supervisor, this position will manage a diverse range of administrative functions to ensure deadlines and expectations are met for executive administrators of the Fox Graduate School.

Responsibilities: The following are the responsibilities of the position:

• Providing administrative support for Senior Leadership and their team members in The Fox Graduate School and serving as back-up support to the Administrative Supervisor and Executive Assistant to the VPD.
• Manage a variety of high-level, confidential, complex, and sensitive activities that include matters related, but not limited to, facilities and access, building safety, OPP and renovation requests, meeting and calendar support, finance, and events including commencement.
• Prepare summary data and all correspondence needed for communicating final decisions on behalf of the senior leadership and that represent the Vice Provost and Dean, as needed.
• A critical component of this position is providing high-quality customer service to both internal and external constituents and fostering commitment to teamwork and cooperation. The coordinator provides office management and performs non-routine and confidential administrative duties as required by FERPA.
• Acting on requests for information regarding policies and procedures related to graduate education and/or referring queries to the appropriate subject matter expert, conducting moderately complex research and compiling/formatting data to produce a variety of reports and/or spreadsheets.
• In collaboration with other administrative management and finance professionals within our organization, assist with budgetary tracking and reconciliations for expenses.
• Take ownership of the administrative logistics for the delivery of events, seminars, and meetings to include invitations, agendas, minutes, compiling and distribution of meeting materials and ensuring deliverables.
• Take administrative ownership of facilities and safety related requests including routine building maintenance, renovation projects, and beep drills. Some working hours may be outside the normal core hours of 8am-5pm.
• Other duties as assigned

Education and Experience: This position will be filled at the Administrative Assistant - Senior Support level and requires a minimum of an Associate's degree or higher and 4+ years of related experience, or an equivalent combination of education and experience. Demonstrated high quality and thoroughness of work is critical. Excellent computer skills are required, including proficiency with Microsoft Office 365 applications. Experience with SIMBA (Penn State's financial sytem), Workday (hiring portal), EZ-Request/Maximo (Office of the Physical Plant system) is highly desirable.

Application: Interested applicants must submit a cover letter of interest and a resume for consideration. Review of application materials will begin immediately and continue until the position has been filled.

Work Arrangement: This position offers a flexible work arrangement with one remote work day per week and the remainder of the workweek on campus. Questions related to flexibleworkshould be directed to the hiring manager during the interview process.

The Pennsylvania State University is committed to and is accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to tuition discounts (75% discount for spouse and children), and paid holidays. Please visit https://hr.psu.edu/current-employee/benefits for more detailed information.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: