Administrative Support, Smeal College of Business

Penn State University•University Park, IL

2d•$40,608 - $64,668

About The Position

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. It serves as the primary point of contact for the offices, including reception for the student advising center, maintains daily office operations, and assists with budget maintenance and reconciliation. The role also supports study abroad applications, International Business Minor degree audits, and other international-program records and statistics, and compiles reports and documentation as needed. The position applies unit principles, practices, and procedures to difficult, varied, and somewhat complex assignments, generally under supervision. It promotes effective relationships among diverse team members and internal and external stakeholders, and handles confidential or sensitive information and materials. The role may be filled at either the Administrative Assistant - Senior Support level or the Administrative Assistant - Intermediate Support level.

Requirements

For the Administrative Assistant - Senior Support level: associate degree and at least 4 years of relevant experience, or an equivalent combination of education and experience.
For the Administrative Assistant - Intermediate Support level: GED or high school education and at least 2 years of relevant experience; relevant education may be accepted in lieu of experience.
Excellent oral and written communication skills.
Proficiency in Excel and Office 365.
Applicants must be authorized to work in the United States; Penn State does not sponsor or take over sponsorship of staff employment visas.
Successful completion of required background checks.

Nice To Haves

Administrative experience in higher education is strongly preferred.
Knowledge of Penn State’s IT environment, including SAP Concur and/or Simba, or similar systems.
Experience with LionPATH, Starfish, 25Live, Terra Dotta, or CSRS.

Responsibilities

Greet students, faculty, visitors, and parents; provide information or referrals; respond to phone and email communications; and act on routine requests.
Schedule staff meetings and student advising appointments, reserve classrooms and conference rooms, and manage unit calendars.
Support daily office operations, including office equipment, software applications, and information-processing procedures.
Compile and organize information for agendas, meeting materials, and minutes.
Maintain inventory and order or purchase office supplies and marketing materials; arrange equipment and suite maintenance; and submit facilities, IT, and other work orders.
Maintain confidential and sensitive information and materials.
Enter, compile, and analyze data and prepare reports related to study abroad applications, study abroad transcript and grade posting, and International Business Minor degree progress and audit adjustments.
Coordinate domestic and international travel arrangements and ensure compliance with University and Smeal travel policies.
Process University Purchasing card reports, employee reimbursement reports, and travel reimbursement reports.
Monitor and maintain budgets, track and process expenditures, authorize payment processing, and interact with vendors regarding quotes and invoices.
Process and review routine payroll and human resources forms and assist with new hire processes in Work Lion.
Support Center for Global Business Studies marketing and promotion; make routine website updates; and create newsletters, flyers, and promotional materials.
Assist with promotion, placement, and payment of undergraduate student research assistants.
Perform non-routine and confidential administrative duties and proxy responsibilities when authorized.