Administrative Assistant - Supervisor, Smeal College of Business

Penn State University • University Park, IL

3d • $49,188 - $71,340 • Onsite

About The Position

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.

Requirements

• 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
• Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• 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

Responsibilities

• 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
• 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
• 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
• 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
• 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
• Maintain office inventory and order supplies
• Coordinate equipment maintenance and submit work orders for facilities-related needs
• Resolve inquiries and ensure adherence to University and unit policies and procedures
• Maintain confidentiality while handling sensitive information

Benefits

• Comprehensive medical coverage
• Dental coverage
• Vision coverage
• Robust retirement plans
• Substantial paid time off (holidays, vacation, sick time)
• 75% tuition discount for employees, eligible spouses, and children

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree