Student Fee Operations Specialist

Penn State University; Harrisburg (Dauphin County); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Benefits for full-time employees

Job summary

Penn State Harrisburg seeks a full-time Student Fee Operations Specialist to strengthen the Student Initiated Fee program. You will provide student-centered guidance, coordinate meetings, manage records, and collaborate with campus partners to ensure timely, transparent processes.

This 83.3% FTE position includes benefits for full-time work, with months off determined by funding and unit needs. A supportive environment with emphasis on service and accountability awaits.

Qualifications

• Experience in administrative coordination or student services.
• Excellent written and verbal communication abilities.
• Ability to work independently and with a team in a fast-paced environment.

Responsibilities

• Serve as a primary point of contact for student inquiries related to the Student Initiated Fee process.
• Manage calendars, scheduling, and coordination of meetings and workflows.
• Support daily operations of Student Fee processes to ensure accessibility and responsiveness.
• Assist students and organizations in understanding procedures, timelines, and resources.
• Maintain clear and accessible information regarding Student Fee processes.
• Coordinate materials and follow-up documentation for meetings and events.

Skills

Administrative coordination

Student services

Communication skills

Multitasking

Documentation management

Education

GED or High School diploma with 2+ years relevant experience

Tools

Database systems

Document management platforms

Reporting tools

Job description

POSITION SPECIFICS

Penn State Harrisburg seeks a full time Student Fee Operations Specialist to be a staff member responsible for strengthening the operational, organizational, and student-facing support functions of the Student Initiated Fee program. This role ensures consistent access to information, resources, and guidance for students and campus partners while maintaining accurate documentation, clear communication, and efficient day-to-day operations. This position provides dedicated operational leadership to support education, communication, and sustainability. This position reports to the Student Fee Coordinator. Job responsibilities include collaboration with the Student Fee Finance Specialist, Student Affairs, Student Organizations, Financial Services, Procurement, and other campus partners involved in student fee-funded initiatives.

This position is funded for 10 months; continuation past 10 months will be based on university need, performance, and/or availability of funding. This is a/an 83.3% full-time equivalency (FTE) job with months off. The number of months off will be determined by the position's FTE percentage. The timing of months off will be set to meet the needs of the unit and the essential duties of the position. Questions related to HR105 FTE positions should be directed to the hiring manager during the interview process. This position is eligible for benefits associated with any full-time position. The salary grade and range listed in the posting is reflective of a 100% Full-time position. Full-time equivalency job offers may fall outside of the listed range due to the assigned percentage of effort.

KEY RESPONSIBILITIES

Student Support

• Serve as a primary point of contact for student inquiries related to the Student Initiated Fee process, providing timely, accurate, and student-centered guidance.
• Manage calendars, scheduling, and coordination of meetings, proposal reviews, deadlines, and operational workflows.
• Support the daily functioning of Student Fee processes to ensure consistent availability and responsiveness to students and campus partners.
• Assist students and organizations in understanding procedures, timelines, documentation requirements, and available resources.
• Maintain consistent communication channels to ensure students receive clear and accessible information regarding Student Fee processes.
• Coordinate operational needs for meetings and events, including materials, communications, and follow-up documentation.

Resource Management

• Maintain electronic records, shared drives, and document management systems to ensure organization, accessibility, confidentiality, and version control.
• Assist with preparation, formatting, and distribution of communications, forms, templates, and informational materials.
• Track submissions, proposals, and required documentation to ensure completeness, accuracy, and timeliness.
• Support the development of digital resources such as tutorials, guides, and informational materials to improve student understanding of Student Fee processes.
• Maintain organized documentation to support transparency, continuity, and audit readiness.

Data Tracking, & Reporting

• Assist with routine data entry, tracking, and maintenance of records related to Student Fee proposals, allocations, and outcomes.
• Support preparation of reports and summaries related to Student Fee activity, trends, and operational metrics.
• Monitor submission timelines and follow-up actions to support accountability and timely completion of processes.

Inventory Management

• Manage and maintain inventory of shared Student Fee-founded resources, including tracking availability, coordinating sign-out processes, and supporting user education.
• Ensure students and campus partners have a clear understanding of how to access and responsibly use shared resources.
• Support organization and maintenance of physical and digital resources associated with Student Fee operations.

Collaboration and Continuous Improvement

• Work collaboratively with the Student Fee Coordinator, Student Fee Finance Specialist, and campus partners to improve operational efficiency and student access.
• Identify opportunities to streamline processes, improve communication, and enhance understanding of Student Fee systems.
• Support a culture of transparency, accountability, and student-centered service within the Student Fee program.

QUALIFICATIONS – REQUIRED EXPERIENCE

• in administrative coordination, student services, program support, or a related professional setting.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and workflows.
• Excellent written and verbal communication skills with the ability to explain complex processes clearly to diverse audiences.
• Ability to work independently and collaboratively in a fast-paced, service-oriented environment.
• Experience maintaining accurate records, managing documentation, and supporting operational processes.
• Commitment to student-centered service, accessibility, and continuous improvement.

QUALIFICATIONS – PREFERRED EXPERIENCE

• working in higher education administrative operations, student funding programs, or financial/allocations processes.
• Familiarity with budgeting or compliance-based administrative work.
• Experience with database systems, document management platforms, and reporting tools.
• Experience creating educational materials, guides, or digital resources for students or stakeholders.
• Experience supporting event coordination, scheduling systems, or operational logistics in a professional setting.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience

Required Certifications: None

BACKGROUND CHECKS/CLEARANCES

• PA State Police Criminal Background Check
• PA Child Abuse History Clearance Form
• Federal (FBI) Fingerprint Criminal Background Check

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 $40,608.00 - $58,836.00.

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. Penn State 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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ABOUT US

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. We Are Penn State. One Community. Impacting Many.