Student Fee Operations Specialist

Penn State University; United States; On-site; USD 42,000 - 62,000; Full time

Job summary

Penn State Harrisburg is seeking a full-time Student Fee Operations Specialist to strengthen the operational, organizational, and student-facing support functions of the Student Initiated Fee program. You will ensure access to information, resources, and guidance for students and campus partners while maintaining clear communication and efficient day-to-day operations.

You will report to the Student Fee Coordinator and collaborate with the Student Fee Finance Specialist, Student Affairs, Student

Responsibilities

• Serve as primary contact for student inquiries related to the Student Initiated Fee process.
• 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.
• 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.

Job description

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.

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 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.

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.

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-funded 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 communic