Job Information
Pennsylvania State University Senior Administrative Assistant - Office of Graduate Fellowships and Awards Administration in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .
JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Office of Graduate Fellowships and Awards Administration (OGFAA) within the J. Jeffrey and Ann Marie Fox Graduate School is seeking a Senior Administrative Assistant.
This position will provide direct support to the Director and Associate Director of OGFAA, oversee daily administrative operations, coordinate meetings, assist in organizing events, and serve as the front-line point-of-contact: collect, refer, and handle requests and inquiries; and engage departmental staff as appropriate.
Key Responsibilities: The primary responsibilities of this position include the following:
Provide administrative support and serve as the primary point of contact for OGFAA communications.
Manage the Director’s, Associate Director’s and other financial staff calendars.
Coordinate and prepare agendas for meetings; take minutes.
Assist with planning and setup for events such as the University Graduate Fellowship/Distinguished Graduate Fellowship (UGF/DGF) Reception, Faculty and Staff Luncheon, and Financial Aid Day. Support other Graduate School events as needed.
Draft communications to college deans, graduate administrators, and program heads regarding funding opportunities.
Assist with National Science Foundation Graduate Research Fellowship Program (NSF GRFP) congratulatory letters, SARI compliance, and other administrative tasks.
Oversee records retention, track awards, and compile thank-you letters for endowments.
Manage award competitions in InfoReady, including monitoring faculty reviewer status.
Coordinate Intercollege Graduate Degree Program (IGDP) recruitment nominations and manage related awards in Graduate Awards Tracking System (GRATS).
Handle Deans Distinguished Graduate Scholarship (DDGS) and DGF nominations, communicate approvals, and update awards in GRATS.
Monitor GRATS deadlines, assist colleges with compliance, and process deferrals as needed.
Manage Sloan Scholar funding requests, maintain records, and ensure proper documentation.
Update OGFAA webpages.
Administer financial allocations for IGDP recruitment and travel.
Serve as the primary contact for the Student Tuition Assistance Program (STAP), managing the portal and coordinating with the Bursar's office on discrepancies.
Provide administrative support for the Graduate Council for Fellowships and Awards Committee.
Perform other duties as assigned.
Education and Experience: A minimum of an Associate's degree and 4+ years of related experience, or an equivalent combination of education and experience.
Work Arrangement: The position is based at the University Park Campus; however, a hybrid work arrangement may be considered with a minimum of 3 days per week in the office.
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.
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:
$42,100.00 - $61,000.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - additional information on Penn State's job and salary structure.
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 (https://police.psu.edu/annual-security-reports) .
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW
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. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.
Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)
PA State Labor Law Poster
Affirmative Action (https://policy.psu.edu/policies/hr11)
Penn State Policies
Copyright Information (https://www.psu.edu/copyright-information)
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University Park, PA