Executive Assistant, Vice President Student Affairs

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​

The Office of the Vice President for Student Affairs is seeking a highly skilled Executive Assistant to serve as the primary administrative support for the Vice President for Student Affairs (VPSA) and to support the programs and activities of the Division. The scope and nature of this position require a commitment to inclusive excellence and the ability to maintain a high level of discretion and confidentiality. The successful candidate will be a team-oriented professional who has demonstrated success in a fast-paced environment where needs and priorities evolve regularly. 

Primary responsibilities of this position:  

• Coordinate high-level, confidential, and sensitive internal and external communications

• Manage calendars, scheduling, projects, and events for the VPSA

• Coordinate travel arrangements, meeting logistics, and budgetary expenditures

• Oversee office operations

• Develop and maintain positive liaison relationships with various internal and external stakeholders, including staff, executives, trustees, faculty, students, parents, donors, and alumni

Other responsibilities: 

• Collaborate with administrative support staff within Student Affairs and across the University  

• Prepare agendas, meeting materials, presentations, and reports  

• Greet visitors, screen phone calls and correspondence, determine appropriate action, and compose responses on behalf of the VPSA  

• Serve as a liaison with student leaders, Student Affairs staff, academic colleges/departments, and external constituencies  

• Plan and support events such as dinners, receptions, roundtable discussions, and committee meetings  

• Assist with resolving student and university issues in coordination with multiple units

• Monitor and track budgets, review and approve financial transactions, and assist with financial oversight

• Manage complex projects, events, and programs 

• Provide administrative support during crisis response and urgent situations

• Interpreting and monitoring compliance with University policies  

• Manage and coordinate special projects as assigned 

Position Requirements:

• Proficiency in Office 365 is required, and experience with programs such as WorkDay, SIMBA, SAP Concur, and LionPath is preferred

• Experience supporting a senior executive and working with students is preferred

• Excellent leadership, written and verbal communication, and management skills

• Outstanding problem-solving skills, initiative, teamwork and team-building abilities, strong interpersonal skills, and demonstrate sound judgment. 

This is an exempt position that requires limited evening and weekend commitments. 

The anticipated start date is Monday, May 18th.  

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Bachelor's Degree6+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies. Due to the financial and fiduciary responsibilities of this position, successful completion of a credit history check will be required in addition to standard background checks.

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 $61,800.00 - $89,600.00.

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.

The Pennsylvania State University 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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