Administrative Support Assistant 3 – University Park, PA

Administrative Support Assistant 3

Penn State University

University Park, PA

The Department of Electrical Engineering (EE) is seeking a highly motivated individual to provide administrative support for the Graduate Program in the department. This position will serve a first point of contact for external customers. Responsibilities include: review and process application packets for approximately 600-800 applicants per year, review transcripts, resolve problems with the Graduate School and DISSA regarding application issues. Track offers of admission and accepts for the various research areas of EE and provide statistics to Department Head and Graduate Program Coordinator upon request. Communicate with applicants and current graduate students through email, phone and in person. Solicit and record grades for independent studies and graduate research/semester. Manage Graduate Student Advisory Council (GSAC) membership and activities. Use LionPATH to record milestones for MS students, manage the SARI requirements for all EE graduate students, record advisors to students, generate queries for various reports. Manage EE’s English Proficiency Requirement for international students in EE, including scheduling interviews of all incoming international PhD students with Graduate Program Coordinator, scheduling and recording results of the American English Oral Communication Proficiency Test (AEOCPT), coordinating annual written English testing which including working with written English professional examiner for written prompt, grading and payment of the professional. Manage EE’s portion of the Graduate School’s Placement Portal for tracking of graduates and alumni. Graduate Committee Secretary, taking notes and producing and distributing minutes for the bi-weekly meeting of the 12-faculty-member EE Graduate Program Committee. Provide assistance in the planning and execution of events including, but not limited to New Graduate Student Orientation and Graduate Student Recruiting Open House. Back-up for the Academic Affairs Manager for PhD exams scheduling, degree requirement checking, formation of MS and PhD committees. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience. Knowledge of University Policies and Procedures related to student and FERPA guidelines is preferred. Proficiency in LionPATH, iTwo, CollegeNET is preferred. Excellent verbal and written communication skills, attention to detail, and a demonstrated commitment to providing exceptional, proactive customer service is essential. Proficiency in Microsoft Office, as well as the ability to learn new software and technologies is required.

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