Administrative Support, Smeal College of Business

About the role

This position provides general administrative and records support for the Strickler Office of International Programs and the Center for Global Business Studies in the Smeal College of Business. This position serves as the primary point of contact for these offices including reception for the student advising center, maintains daily office operations, and assists with budget maintenance and reconciliation.

Responsibilities

• Greet students/faculty/visitors/parents, provide information and/or refer as appropriate;
• Review and respond to phone and email communications;
• Act on routine requests;
• Schedule staff meetings via Outlook and student advising appointments via Starfish;
• Reserve meeting or information session classroom/conference rooms in 25 Live;
• Manage unit calendars in Outlook;
• Serve as resource to others on daily office operations including office equipment, software application usage, and information processing procedures;
• Compile and organize information to develop agendas, meeting materials and minutes;
• Maintain inventory and order/purchase office supplies and marketing materials; arrange for equipment and suite maintenance; process work orders for facilities repairs/IT/other office needs;
• Maintain confidential and/or sensitive information and materials;
• Perform data entry, compilation, analysis, and reports as relevant to unit goals, such as study abroad application status, study abroad transcript and grade posting, International Business Minor degree progress and audit adjustments;
• Cook up and coordinate domestic and international travel arrangements, ensure University and Smeal travel policy compliance;
• Process University Purchasing card reports, employee reimbursement reports, and travel reimbursement reports;
• Monitor and maintain budget, track and process expenditures, authorize processing of payments; may interact with vendors on quotes and invoicing;
• Process and review routine payroll and/or human resources forms; assist with new hire processes in Work Lion;
• Support CGBS marketing and promotion; update and make routine changes to web pages; create newsletters, flyers, and promotional material;
• Afford assistance with promotion, placement, and payment of undergraduate student research assistants;
• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.

Requirements

Strong preference will be given to candidates with administrative experience in the field of higher education. Excellent oral and written communications skills are required. Knowledge in Penn State’s IT environment including SAP Concur and/or Simba, or similar is preferred. Excel and Office 365 (proficiency required). LionPATH, Starfish, 25Live, Terra Dotta, CSRS (preferred).

Qualifications

• If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
• If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

Skills

Knowledge in Penn State’s IT environment including SAP Concur and/or Simba, or similar; Excel and Office 365 (proficiency required); LionPATH, Starfish, 25Live, Terra Dotta, CSRS (preferred).

Benefits

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.

Pay

The salary range for this position, including all possible grades, is $40,608.00 - $64,668.00.

Schedule

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.