Sobre este puesto de Administrative Assistant - Supervisor, Smeal College of Business en Penn State University
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.
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.
POSITION SPECIFICS
The Administrative Assistant - Supervisor provides comprehensive administrative and programmatic support to the Undergraduate Education (UGE) unit within the Smeal College of Business. This position plays a key role in ensuring efficient daily operations while supporting student-facing programs, events, and initiatives. The role also includes direct supervision of front desk staff to ensure high-quality customer service and smooth office operations. The ideal candidate is highly organized, detail-oriented, customer-service focused, and able to manage multiple priorities in a fast-paced academic environment.
For full consideration, applicants are asked to submit a cover letter and resume/CV along with their application.
Specific duties include but are not limited to:
Office Operations & Administrative Support
Plan, organize, and coordinate daily office activities and administrative processes
Provide front-facing support by greeting visitors and assisting students, faculty, staff, and external stakeholders
Review, respond to, and appropriately direct inquiries
Front Desk Supervision & Team Coordination
Supervise and coordinate the work of four front desk staff members to ensure consistent coverage and excellent customer service
Develop and manage front desk schedules and coverage plans
Train, mentor, and provide ongoing guidance to front desk staff and student employees
Monitor performance, provide feedback, and support professional development
Establish and maintain standard operating procedures for front desk operations
Program & Event Support
Provide administrative and logistical support for UGE programs, initiatives, and student engagement activities
Plan and coordinate events
Reserve spaces, develop timelines and itineraries, and coordinate event logistics
Prepare event materials, communications, and attendee information
Serve as a point of contact for vendors, campus partners, and participants
Support on-site event execution and post-event follow-up
Calendar & Scheduling Coordination
Manage complex scheduling, including coordinating meetings and maintaining calendars
Arrange travel logistics as needed
Coordinate meeting logistics including scheduling, agenda development, and preparation of materials
Data & Financial Support
Collect, organize, research, and analyze data to support reporting and decision-making
Support event and program budgets, including tracking expenses and reconciling costs
Assist with budget preparation, projections, and revisions
Facilities & Inventory Management
Maintain office inventory and order supplies
Coordinate equipment maintenance and submit work orders for facilities-related needs
Compliance & Process Support
Resolve inquiries and ensure adherence to University and unit policies and procedures
Maintain confidentiality while handling sensitive information
Required Qualifications:
Associate degree or higher, or an equivalent combination of education and experience
Strong organizational, time management, and multitasking skills
Excellent written and verbal communication skills
Demonstrated supervisory or team leadership experience
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Demonstrated ability to handle confidential information with discretion
Strong customer service orientation
Preferred Qualifications:
Experience supervising front desk or customer-facing teams
Experience supporting programs or event planning/logistics
Experience in a higher education or academic environment
Experience with financial tracking or budgeting
Familiarity with Penn State systems (e.g., Concur, SIMBA, LionPATH)
Experience supporting multiple leaders or complex teams
Work Environment: This position operates in a fast-paced, student-facing office environment with frequent interruptions and a high volume of inquiries. The role also includes supervision responsibilities and support for events and programs, which may occasionally require schedule flexibility.
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.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 $49,188.00 - $71,340.00.
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.
