Administrative Support, Smeal College of Business

The Pennsylvania State University • University Park, FL

1d • Hybrid

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. 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. Additional responsibilities include administrative records duties related to the study abroad application process, International Business Minor degree audits and other relevant records and statistics for international programs, compiling reports and documentation on international programs within Smeal as needed. This position entails applying knowledge of principles, practices, and procedures of the units to complete difficult assignments; promoting a culture that is conducive to effective relationships among diverse team members and related internal/external stakeholders; maintaining confidential and/or sensitive information and materials; typically working under general supervision, while performing assignments that are varied and somewhat complex.

Requirements

• Excellent oral and written communications skills are required.
• Excel and Office 365 (proficiency required)

Nice To Haves

• Administrative experience in the field of higher education.
• Knowledge in Penn State’s IT environment including SAP Concur and/or Simba, or similar preferred.
• LionPATH, Starfish, 25Live, Terra Dotta, CSRS (preferred)

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.
• 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.
• Assist with promotion, placement, and payment of undergraduate student research assistants.
• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.

Benefits

• comprehensive medical, dental, and vision coverage
• robust retirement plans
• substantial paid time off which includes holidays, vacation and sick time
• generous 75% tuition discount, available to employees as well as eligible spouses and children

What This Job Offers

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