Documentation and Training Specialist

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.

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POSITION SPECIFICS​

Penn State's Office of Strategic Communications—the University's central public relations and marketing division—seeks a Documentation and Training Specialist to help implement consistent web and digital platforms across Penn State's campuses, colleges, institutes, and administrative units. This role will work with CMS users, content creators, and digital partners to apply shared standards, workflows, and best practices across a large, distributed web and digital ecosystem. The successful candidate will be a clear communicator, skilled educator, and strong collaborator who can translate complex digital practices into practical guidance.

This role is ideal for someone who enjoys bringing structure to ambiguity, enabling others to succeed, and supporting large-scale digital transformation through clarity and consistency.

This position offers a hybrid work arrangement that combines remote and on-campus working.

Key Responsibilities

• Platform Training and Enablement: Develop and maintain training materials and documentation for Penn State's CMS platforms, including Contentful and WordPress (CampusPress), supporting consistent use of standards, workflows, and governance models
• Playbook Development: Create and update digital playbooks covering content strategy, experience design, accessibility, analytics, SEO, and delivery practices
• Documentation and Knowledge Resources: Produce clear, accessible documentation that translates technical, design, and governance standards into usable guidance for non-technical audiences
• Design System and Platform Guidance: Document how design systems, components, and content models are applied in practice, supporting consistent implementation across teams
• Experience and Content Best Practices: Develop resources that support writing for the web, information architecture, navigation, editorial workflows, and user-centered design
• Analytics and Optimization Enablement: Document how to interpret dashboards, understand KPIs, and apply insights to improve content and digital experience performance
• Knowledge Management: Build and maintain shared repositories that serve as trusted sources of truth for web and digital practices
• Change and Adoption Support: Create self-directed learning modules, workshops, and reference materials that help staff adopt new platforms and practices with clarity and confidence
• Continuous Improvement: Gather feedback, identify gaps, and update training and documentation in response to platform changes, governance decisions, and evolving institutional needs

Preferred Skills and Experience

The ideal candidate will have:

• Familiarity with CMS platforms (e.g., Contentful, WordPress) and web or digital workflows
• Strong written communication skills and the ability to translate complex concepts into clear, plain-language guidance
• Demonstrated ability to collaborate across technical and non-technical teams in complex organizational environments
• Experience working in a higher education, government, or nonprofit setting
• Familiarity with digital accessibility standards (WCAG, ADA), content strategy, SEO, or web governance
• Experience developing self-service training resources, playbooks, or learning modules
• Proficiency with collaboration and documentation tools such as Confluence, Google Drive, Microsoft Office Suite, Miro, Slack, Microsoft Teams, and e-learning and training

Desired competencies include:

• Instructional design and adult learning
• Knowledge management
• Digital accessibility awareness
• Process documentation
• Cross-functional collaboration
• Continuous improvement
• Change navigation

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Strategic Communications Specialist - Web Strategy - Senior Professional, this position requires:Bachelor's Degree6+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:NoneIf filled as Strategic Communications Specialist - Web Strategy - Advanced Professional, this position requires:Bachelor's Degree3 + years of effective experience; or an equivalent combination of education and experience acceptedRequired Certifications:None

About Penn State's Office of Strategic Communications

As Penn State's central public relations and marketing division, the Office of Strategic Communications is a fully integrated, award-winning, best-in-class marketing and public relations team defined by innovative strategy and breakthrough creative driven by measurable goals. We advance the University by strengthening and protecting the institution's reputation in regional, national and international spheres of influence in ways that serve recruitment, resource and leadership goals.

Spanning Penn State's large-scale enterprise—including campus locations across Pennsylvania, nearly 90,000 students, and an alumni base exceeding 700,000—the Office of Strategic Communications' work encompasses all forms of communications and engagement, ranging from branding, marketing, and trademark and event management to internal communications, proactive and social media, research communications, and crisis and issues management. We've attracted talented and diverse team members from private and public sectors at all levels of our division, giving us the ability to build a strategic program of excellence recognized throughout the University.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $76,700.00 - $129,500.00.

Salary Structure - Information on Penn State's salary structure

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. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission.

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