Administrative Assistant – Smeal College of Business, Dean’s Office

The Pennsylvania State University • University Park, FL

5d • Onsite

About The Position

The Smeal College of Business Dean’s Office seeks a proactive Administrative Assistant to keep a fast‑moving office running smoothly. Based at University Park Campus, the Administrative Assistant will manage administrator calendars, coordinate meetings and travel, support events and special projects, and serve as a welcoming first point of contact. The role includes drafting polished communications, maintaining confidential records, and assisting with purchasing and reimbursements. Success requires strong organization, clear communication, and Microsoft Office expertise, plus curiosity to learn University systems and practical AI tools that streamline documents, data, and logistics. For full consideration, applicants are asked to submit a resume/CV and Cover Letter with their application.

Requirements

• Advanced Microsoft Office skills (Word, Excel, PowerPoint, Outlook, Teams); quick to learn University systems and event tools.
• Strong organization and project management; able to balance multiple priorities and meet deadlines.
• Clear, professional written and verbal communication; strong interpersonal skills.
• Customer-service mindset; works effectively with diverse faculty, staff, students, and partners.
• Exercises sound judgment and maintains strict confidentiality.
• Tech‑savvy and curious; ready to learn and use AI tools (e.g., Microsoft 365 Copilot, ChatGPT) to streamline email, documents, data, and events.
• 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
• 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

Responsibilities

• Scheduling & Meeting Support: Manage calendars for the Dean and Assistant Dean of Administration; schedule meetings, prepare agendas/materials, coordinate itineraries, and capture minutes.
• Front Desk & Office Operations: Welcome visitors, answer phones, respond to inquiries, process mail, and ensure a positive experience in the Dean’s Office.
• Communication & Document Preparation: Draft, proof, and edit emails, letters, reports, and presentations with a professional, clear tone.
• Records & Confidential Information: Maintain organized, confidential files and departmental databases; updated web pages; handle sensitive and non-routine tasks with discretion.
• Facilities, Equipment & Supplies: Submit facility work orders, arrange equipment maintenance, track inventory, and order office supplies as needed.
• Finance & Purchasing Support: Make purchases and payments; reconcile expenses, process transactions, track spending, and coordinate with the Finance OST.
• Travel Coordination: Arrange flights, hotels, vehicles; create travel itineraries; submit reimbursements and reconcile travel expenses.
• Faculty & Academic Processes: Coordinate SCMS faculty time entry; support Promotion & Tenure scheduling and documentation; assist with faculty and staff award processes.
• Team Collaboration: Provide backup to the Executive Assistant; facilitate cross-training; interview, train, and guide support staff, students, and part-time employees.
• Event Planning & Execution: Plan and coordinate the Dean’s events, receptions, workshops, and recognition ceremonies; secure venues, catering, AV, and lodging; manage registrations/RSVPs; prepare materials.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees