Senior Administrative Assistant

3 weeks ago

PENN ST UNIV PA USA, United States Penn State University Talent Acquisition Full time

Job Summary:

The Office of Graduate Fellowships and Awards Administration (OGFAA) within the J. Jeffrey and Ann Marie Fox Graduate School at Penn State University is seeking a Senior Administrative Assistant to provide direct support to the Director and Associate Director. This role will oversee daily administrative operations, coordinate meetings, assist in organizing events, and serve as the front-line point-of-contact for OGFAA communications.

Key Responsibilities:

  • 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.

Requirements:

  • A minimum of an Associate's degree and 4+ years of related experience, or an equivalent combination of education and experience.
  • Excellent communication and organizational skills.
  • Ability to work in a fast-paced environment and prioritize multiple tasks.
  • Proficiency in Microsoft Office and Google Suite.

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.

Penn State University is committed to and accountable for advancing diversity, equity, and inclusion in all its forms. 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.

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