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Pennsylvania State University Administrative Support Assistant 3, Department of Astronomy and Astrophysics in University Park, Pennsylvania


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The Department of Astronomy and Astrophysics is seeking a detailed-oriented, motivated individual to provide administrative support to the Associate Heads of the Undergraduate and Graduate Programs.

This position manages the student enrollment and registration processes, monitors and tracks student academic progress, and manages and maintains student academic records and graduation lists for the undergraduate and graduate programs.

This individual will also be responsible for:

  • Creating and maintaining spreadsheets collecting student data for internal and external reporting.

  • Coordinating graduate program admissions, assisting with recruitment, creating and maintaining applicant files, preparing graduate assistantship offer letters and contracts, and interacting with The Graduate School and Directorate of International Student and Scholar Advising (DISSA) regarding graduate matters.

  • Assisting with revisions to the graduate program handbooks and communicating with graduate students about deadlines, policies, and procedures.

  • Coordinating committee appointments for candidacy, comprehensive, and dissertation defense examinations.

  • Preparing new and renewal appointments of graduate assistantships or fellowships.

  • Scheduling courses, assisting in ordering textbooks, maintaining course information, scheduling classrooms and exams, and coordinating SRTEs.

This position typically requires a High School diploma or higher plus two years of related experience or an equivalent combination of education and experience. Excellent communication, organization, and customer service skills are critical, as is the ability to work independently and in a team environment. Proficiency in Microsoft Office, particularly Excel and Word, is required. University experience with LionPATH, the Graduate Admissions Decision System (GRADS), WorkLion, and iTwo is preferred, but not required. Review of applications will begin immediately and continue until position is filled.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its 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. 


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 ( .

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

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Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applications without regards to race, color, religion, age, sex, sexual orientation, gender identify, 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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University Park, PA

There’s a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom – it’s the positive impact made on communities across the world.

Our ideals stem from our origins as Pennsylvania’s sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters – more than half a million strong – driven by that same spirit to serve our local and global communities.

At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement.

Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community.

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