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Graduate Program Administrative Specialist
2 months ago
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The School of Global Languages, Literatures, and Cultures (SGLLC) within the College of the Liberal Arts is seeking a Graduate Program Administrative Specialist to deliver essential administrative support to the graduate programs, department, and department head within the assigned school.
Key Responsibilities:
- Overseeing graduate student records; generating reports; managing correspondence and forms related to examinations, committee selections, funding, and academic progress; addressing inquiries.
- Facilitating graduate student assistantship appointments.
- Coordinating the recruitment process for graduate students: responding to inquiries from prospective students; organizing campus visits (including travel, lodging, and events); preparing offer letters.
- Assisting new students through the admission and orientation processes; planning orientation events for new students.
- Maintaining departmental graduate handbooks, promotional materials, and other documentation.
- Researching and implementing deadlines, policies, and procedures while providing answers to inquiries.
- Supporting graduate officers, committees, faculty, and students on graduate-related matters.
- Acting as the department liaison to the College of the Liberal Arts, The Graduate School, and other university offices.
- Coordinating and supporting various conferences and events: assisting with visitor itineraries, travel arrangements, and related expense reimbursements and honorarium payments.
- Updating the department's website and managing social media content.
- Scheduling meetings or events in conference rooms and classrooms.
- Providing backup support to other members of the SGLLC's administrative team to ensure adequate coverage as needed.
- Managing calendars and scheduling appointments.
- Arranging meetings.
- Assisting with special projects.
- Creating and maintaining documents and files; preparing reports.
- Drafting correspondence.
Benefits:
- Comprehensive medical, dental, vision, and retirement plans.
- Tuition discounts of 75% (including for spouses and dependent children up to age 26).
- Generous vacation and sick leave policies.
- 15 paid holidays and campus closure days.
This position may be filled at the Support or Intermediate Support level, depending on the qualifications and experience of the selected candidate. The Support level requires a minimum of a High School Diploma/GED or Vocational Training/Degree, or an equivalent combination of education and experience. Additional education and/or experience are necessary for higher-level positions.
Additional Qualifications:
- Detail-oriented with strong multitasking abilities.
- Excellent organizational, customer service, communication, interpersonal, and problem-solving skills.
- Able to work independently as well as collaboratively in a team environment.
- Proficient in Microsoft Word and Excel.
Application Instructions: To be considered, applicants should upload a cover letter and resume.
Additional Information:
The College of the Liberal Arts supports flexible work arrangements when aligned with the unit's needs and the essential duties of the position. Questions regarding flexible work should be directed to the hiring manager during the interview process.
Penn State is committed to advancing diversity, equity, and inclusion in all forms. We embrace individual uniqueness, foster a culture of inclusion 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 inclusion as a core strength and an essential element of our public service mission.
The salary range for this position is:
$34,000 - $55,500.00
For additional information on Penn State's job and salary structure, please refer to the relevant resources.
CAMPUS SECURITY CRIME STATISTICS:
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, Penn State publishes an Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, including those related to alcohol and drug use, crime prevention, reporting of crimes, sexual assault, and other matters. The ASR is available for review through the appropriate channels.
Employment with the University will require successful completion of background checks in accordance with University policies.
EEO IS THE LAW:
Penn State is an equal opportunity, affirmative action employer, 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 the appropriate office for assistance.
