Executive Assistant 3 (Executive Assistant)

Penn State University

University Park Campus
Campus City:
University Park, PA
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
03 – I – Exempt
Work Unit:
Graduate School
Office of the Vice Provost/Dean
Full/Part Time:


The Office of the Vice Provost for Graduate Education and Dean of the Graduate School (OVPD) seeks an experienced administrative professional to provide high-level, comprehensive administrative support to the Vice Provost for Graduate Education and Dean of the Graduate School. This includes providing executive, administrative, and advisory support related to graduate education and all matters pertaining to the Vice Provost/Dean (VPD). The Executive Assistant (EA) is responsible for managing the VPD’s travel schedule and calendar, including summarization/collation of reports, emails, and other information relevant to meetings; researching information from external and institutional sources, data summarization, and generating reports and briefings as needed for meetings; data acquisition, analysis and related preparation of presentations, including PowerPoint presentations, and review of scripts for the VPD. The EA manages the day-to-day operations of the Office of the Vice Provost/Dean, including communications, reporting, creating and maintaining databases, supervising staff in OVPD, and promoting a team culture that respects diversity, equity and inclusion, and supports the effective management of daily tasks. The EA oversees event management for the Graduate School and assists with facilities issues. Reporting directly to the Vice Provost/Dean, the EA acts as liaison with outside agencies and consortia, proactively responding to issues, including those of a sensitive and/or confidential nature that may include various personnel-related actions, University committee/task force deliberations, and others. The EA provides input/recommendations on critical activities and processes; resolves inquiries; and ensures compliance with University/Graduate Council/Graduate School policies and procedures. The EA manages searches for positions reporting directly to the Executive Administration of the Graduate School and assists with searches for all unit personnel to ensure consistency in unit goals for diversity, equity and inclusion, and a high level of professionalism. The EA oversees the coordination of professional development of administrative support staff in the unit. This position serves as staff support and the key point of contact for the Advisory Committee for Graduate Education, and other special committees and task forces appointed or chaired by the Vice Provost/Dean. As the principal liaison for OVPD, the successful candidate must be able to foster and maintain trusted relationships with University executives, administrators, faculty, staff, students, alumni, prospective donors and the general public. This position often requires time that extends after office hours and on weekends, and occasionally travel to other university locations to meet the needs of the Vice Provost and Dean. Typically requires a Bachelor's degree or higher plus three years of related experience, or an equivalent combination of education and experience. The successful candidate must be highly motivated and exhibit a high degree of professionalism. A proven track record of exercising discretion and independent, excellent judgment, while managing confidential and often highly sensitive information related to budgetary, personnel, academic and administrative matters is required. The successful candidate must possess exceptional organizational, written and oral communication and interpersonal skills, and diplomacy, and exhibit agility in independently managing multiple priorities. Consistent excellent quality and thoroughness of work, and a high degree of attention to detail are essential. Review of applicants will begin on February 7, 2019 and will continue until an applicant is selected.

These salary bands have been established to provide salary guidelines for staff positions.

Salary Band Minimum Midpoint Maximum
A $16,584 $24,456 $32,328
B $18,240 $26,904 $35,556
C $19,728 $29,592 $39,456
D $21,708 $32,568 $43,416
E $24,312 $36,468 $48,612
F $27,228 $40,848 $54,456
G $30,012 $45,744 $61,500
H $34,188 $52,140 $70,080
I $38,988 $59,424 $79,908
J $43,716 $67,740 $91,812
K $50,712 $78,600 $106,488
L $58,836 $91,176 $123,528
M $68,232 $105,756 $143,292
N $80,508 $124,788 $169,068
O $93,492 $147,252 $201,024
P $110,340 $173,760 $237,192
Q $126,396 $199,056 $271,728
R $151,668 $238,872 $326,088