Office Manager

Penn State University • University Park, IL

25d

About The Position

The Agricultural Analytical Services Laboratory (AASL) within the College of Agricultural Sciences at Penn State is seeking an experienced and highly organized Office Manager (Administrative Assistant – Supervisor) to oversee administrative operations and support the laboratory’s mission of providing accurate and timely analytical services to clients. The Office Manager plays a critical role in managing office functions, supervising staff, and ensuring efficient financial and administrative processes. This position requires strong leadership, attention to detail, and the ability to manage multiple priorities in a dynamic, service-oriented environment. Responsibilities include, but are not limited to: Oversee daily administrative operations and office workflows to ensure efficiency and compliance with university policies. Supervise, train, and evaluate administrative staff; provide leadership and support that cultivates and sustains a positive, collaborative work environment. Manage financial activities, including invoicing, purchasing, expense tracking, and reconciliation. Monitor budgets, support financial planning, and prepare financial reports. Serve as a primary point of contact for clients, faculty, staff, and external stakeholders. Maintain and enhance administrative systems, including relational databases and recordkeeping processes. Maintain content for the laboratory website. Co-create and implement process improvements to increase operational efficiency. Ensure compliance with university policies and procedures, including documentation and records management. Prepare summary reports, correspondence, and other administrative materials. Support strategic and operational initiatives.

Requirements

• Demonstrated supervisory or leadership experience.
• Experience in office or business administration.
• Proficiency with Microsoft Office (Word, Excel) and Adobe Acrobat.
• Strong organizational, communication, and problem-solving skills.
• The successful candidate will demonstrate strong interpersonal skills, emotional intelligence, and the capacity to remain composed in a fast-paced, high-volume environment.
• This role requires the ability to exercise sound judgment, maintain professionalism under pressure, and navigate sensitive or complex situations with discretion and clarity.
• The Office Manager must be able to assess priorities effectively, adapt to changing needs, and make well-reasoned decisions that support both staff and client needs.
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• None
• Employment with the University will require successful completion of background check(s) in accordance with University policies.
• This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.
• Applicants must be authorized to work in the U.S.

Nice To Haves

• Experience with Penn State’s financial and budget management systems (e.g., SIMBA and SAP Concur) and procedures.
• Experience working with relational databases and data management systems (e.g., FileMaker).
• Working knowledge of agriculture, horticulture, and laboratory operations.

Responsibilities

• Oversee daily administrative operations and office workflows to ensure efficiency and compliance with university policies.
• Supervise, train, and evaluate administrative staff; provide leadership and support that cultivates and sustains a positive, collaborative work environment.
• Manage financial activities, including invoicing, purchasing, expense tracking, and reconciliation.
• Monitor budgets, support financial planning, and prepare financial reports.
• Serve as a primary point of contact for clients, faculty, staff, and external stakeholders.
• Maintain and enhance administrative systems, including relational databases and recordkeeping processes.
• Maintain content for the laboratory website.
• Co-create and implement process improvements to increase operational efficiency.
• Ensure compliance with university policies and procedures, including documentation and records management.
• Prepare summary reports, correspondence, and other administrative materials.
• Support strategic and operational initiatives.

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: Mid Level
• Education Level: Associate degree