Senior Administrative Specialist - Office of Graduate Education Equity Programs

Pennsylvania State University University Park, PA Full-time Administration / Clerical

Posted on March 31, 2024

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Senior Administrative Specialist - Office of Graduate Education Equity Programs

The Office of Graduate Education Equity Programs (OGEEP) seeks an experienced administrative professional to serve as its Administrative Specialist.

This position will provide direct support to the Associate Dean for Graduate Educational Equity/Chief Diversity Officer for Graduate Education, oversee the daily operations of the OGEEP, coordinate meetings and events, serve as budget assistant, and welcome and answer inquiries from internal and external contacts.

Key Responsibilities:

Ensure that the Associate Dean is properly briefed, and that agendas and materials are provided and reviewed prior to meetings/events
Manage the Associate Dean's calendar: prepare meeting agendas and take minutes
Coordinate all meeting and event logistics to include correspondence, event planning, catering, lodging, travel, and all related financial reconciliation
Respond to incoming communications on behalf of the Associate Dean, OGEEP, and other general administrative support
Serve as receptionist for the OGEEP, welcoming visitors and responding to inquiries
Maintain and update program information materials and website
Manage office inventory and supplies
Assist in the recruitment process for open positions
Provide administrative support for working groups and projects that may include data research and summarization, preparation of tables/slides, benchmarking and other tasks as assigned by the Associate Dean
Serve as budget assistant and substitute for the Budget Administrator for budgets which vary in size ranging from approximately $15,000 to over $900,000 and include several NSF-funded grants

The Administrative Specialist will also directly supervise other members of the administrative team (currently one direct report; that may increase slightly if unit needs warrant) and oversee Graduate Assistants working in the office.

The Administrative Specialist works very closely with students, staff and faculty across the University and serves as a Graduate School contact to coordinate activities with current and prospective graduate students, the College Council of Multicultural Directors, Hospitality and Housing and Food Services staff, as well as with various businesses and organizations external to the University.

In addition to the Associate Dean, this position typically supports 6-7 OGEEP staff/student workers and provides additional support to current and prospective diverse graduate students across the university and approximately 40-50 people from all 12 academic colleges.

This job necessitates providing support and attending events that will occasionally require work after hours and on the weekends, as needed.

Benefits: 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.

Education and Experience: This position typically requires an Associates degree or higher and 4+ years of related experience, or an equivalent combination of education and experience. The successful candidate must be proficient in Microsoft Office applications and have experience in financial management and reporting.

Other qualifications include:

Demonstrated mental agility with administrative responsibilities
Thoroughness in work and time management skills
Experience with event planning and budgetary oversight
Capacity for analyzing processes and proposing effective solutions
Excellent commitment to fostering diversity, equity, inclusion, and belonging
Highly motivated
Exhibits a high level of professionalism and ability to work with minimal supervision

Application Instructions: Candidates must submit a cover letter of interest and a resume for full consideration. Review of applicant materials will begin immediately and continue until the position is filled.

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

Apply online at https://psu.wd1.myworkdayjobs.com/PSU_Staff/job/Penn-State-University-Park/Office-Coordinator--Office-of-Graduate-Education-Equity-Programs_REQ_0000052212-1

CAMPUS SECURITY CRIME STATISTICS: For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to http://www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.

Penn State is an equal opportunity, affirmative action 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.

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