Job Description

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. 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. 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.

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POSITION SPECIFICS​

Penn State Outreach seeks an experienced Executive Assistant to provide administrative support to the Office of the Vice President for Outreach. This Executive Assistant position provides high-level executive administrative support to the Vice President and manages the operational activities for the Office of the Vice President for Outreach to ensure schedules are maintained and deadlines are met. Additional responsibilities of the Executive Assistant include the following:

• Represents the Vice President for Outreach in assisting University administrators, as well as faculty, staff, students, volunteers, and the general public with inquiries, arrangements for visits, coordination of activities and problem resolution

• Handles communication and responses to issues, including those with a sensitive and/or confidential nature

• Provides executive level support to committees and councils which the Vice President for Outreach chairs, co-chairs, participates in or sponsors

• Coordinates and prepares the Vice President for Outreach to attend meetings, events, as well as conference and/or business travel

• Coordinates meeting and event logistics to include securing venues, obtaining and/or developing presentations, and coordinating production and distribution of agendas, meeting/event materials, and online communications

• Participates in executive meetings and events; acknowledges and prioritizes issues for the office

• Oversees the hiring, training, supervising, and mentoring of assigned support staff and student interns

• Serves as the delegated budget assistant in monitoring budgetary matters

 

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Bachelor's Degree 6+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

 

The successful candidate for this role will be able to demonstrate excellent organizational skills, written and oral communication skills, attention to detail, and a commitment to excellence. The Executive Assistant must be able to work independently with little supervision. Additionally, the successful candidate will:

• Have exceptional interpersonal, organizational, and problem-solving skills

• Be a highly motivated self-starter who exhibits a high-level of professionalism and diplomacy

• Foster and maintain trusted relationships with administrators, Board of Trustees members, faculty, staff, students, and the general public

• Understand and be sensitive to political dynamics throughout the University

• Have strong organizational skills with the ability to manage multiple competing priorities

• Provide a consistent level of high-quality work while managing multiple priorities

• Possess proficiency with Microsoft applications, have experience with Teams/Zoom and calendar management systems

Because this position has contact with executives throughout Penn State, corporate and community partners, the successful candidate must be able to exercise discretion and sound judgment when managing incoming/outgoing communications, including reviewing and screening correspondence and phone calls that are sometimes confidential in nature. Additionally, the Executive Assistant will contribute to the overall success of Outreach by providing excellent customer service to internal and external constituents in a positive and professional manner and create a culture of inclusion and belonging.

How to Apply:

• Please upload both a cover letter and resume.

This position is based at University Park, PA, with occasional travel required for meetings and events that may be located at various site locations throughout Pennsylvania. Regular in-person presence is an essential function of this position. Questions related to flexible work should be directed to the hiring manager during the interview process. This role may require occasional evening hours in support of events and programs.

To learn more about Outreach: https://www.outreach.psu.edu

 

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

 

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

 

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $61,800.00 - $89,600.00.

 

Salary Structure - Information on Penn State's salary structure

 

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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.

EEO IS THE LAW

Penn State is an equal opportunity 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.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

 

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