Administrative Assistant - OSVPR

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​

The Office of the Senior Vice President for Research seeks an Administrative Assistant (Intermediate Support level) to provide high-level administrative support to the Associate Vice President for Research and Director of Strategic Initiatives in a fast-paced environment.

This role manages complex scheduling, travel coordination—including security clearance processes—and handles highly confidential information related to research, legal agreements, and strategic initiatives.

The position also supports the Director of Postdoctoral Affairs and provides backup support to the Senior Vice President for Research office.

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

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

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.

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