Administrative Supervisor - J. Jeffrey and Ann Marie Fox Graduate School

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Office of the Vice Provost of Graduate Education and Dean of the J. Jeffrey and Ann Marie Fox Graduate School (OVPD) is seeking a motivated and enthusiastic professional to serve as the Administrative Supervisor. This position serves as the senior position in the Dean's office, the hub for many graduate activities within the department, and provide office management, administrative coordination, and graduate education assistance.

Responsibilities: Following are the key responsibilities of this role:

Executive Support:

• Collaborate with the Executive Assistant to provide comprehensive administrative support to the Vice Provost/Dean.
• Provide high-level, confidential, and complex administrative support to the Dean and Senior Associate Dean.
• Manage a variety of sensitive activities related to graduate faculty appointments, student case management, facilities and access, finance, and events.
• Assist with budgetary tracking and reconciliations for all expenses related to the Deans.

Records Management and Research:

• Maintain confidential case files and databases.

Team Leadership:

• Supervise a team of 3 administrative assistants, ensuring efficient workflow and meeting deadlines.
• Manage a diverse range of administrative functions to support multiple executive administrators of the Fox Graduate School.
• Foster a positive and collaborative work environment.

Customer Service and Communication:

• Provide exceptional customer service to both internal and external constituents.
• Own the administrative logistics for the planning and delivery of events, seminars and meetings, and making sure that they comply with university policies/guidelines.
• Ensuring that the Kern Building facilties and schedules for the usage of conference room and lobby.
• Act as a primary point of contact for inquiries regarding graduate education policies and procedures.
• Perform data entry, conduct research, and compile/format reports and spreadsheets.

Education and Experience: The minimum education and experience is an Associates degree and 4+ years of related experience, or an equivalent combination of education and experience. A Bachelor's degree is preferred.

Proficiency with Microsoft Office products (e.g. Word, Excel, PowerPoint, etc.) is essential. Proficiency in MS Outlook, calendaring, and file management is required. Experience with SIMBA (Penn State's financial system) and SAP Concur (expense and travel booking system) is a plus.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion inallits 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:

Salary Structure - additional information on Penn State's job and salary structure.

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