Administrative Assistant to AVP - OSVPR
Penn State UniversityAbout the role
APPLICATION INSTRUCTIONS:
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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.
POSITION SPECIFICS
The Office of the Senior Vice President for Research is seeking an Administrative Assistant (Intermediate Support level) to provide high-level administrative support to the Associate Vice President for Research and the Director of Strategic Initiatives within a fast-paced, dynamic environment. This role also supports the Director of Postdoctoral Affairs and provides backup support to the Office of the Senior Vice President for Research.
The position is responsible for managing complex scheduling, coordinating travel, processing security clearances and handling highly confidential information related to research activities, legal agreements, and strategic initiatives.
Key Responsibilities
- Manage complex calendaring, scheduling, and travel logistics, including preparation of materials and coordination of security clearances.
- Plan and execute meetings, conferences, and events, including logistics, vendors, and on-site coordination.
- Prepare and manage correspondence, presentations, and leadership materials.
- Maintain confidential records, including NDAs, agreements, and research documentation, ensuring compliance with security protocols.
- Support proposal development by tracking awards, publications, and required documentation.
- Provide administrative support for postdoctoral programs, including funding requests, recordkeeping, event coordination, and travel reimbursements.
- Serve as a point of contact for visitors and provide general office support, including backup assistance to senior leadership.
Work Arrangement: This position will be in-person at least for the initial 6 (six) months and then be eligible for a hybrid arrangement of 3 days in the office and 2 days remote, based on the individual's performance and at the hiring manager's discretion.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accApply for this role
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