Administrative Assistant - Smeal College of Business, Dean's Office

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Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The Smeal College of Business Dean's Office seeks a proactive Administrative Assistant to keep a fastmoving 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.

Key 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.

Knowledge, Skills, and Abilities

• 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.

• Techsavvy and curious; ready to learn and use AI tools (e.g., Microsoft 365 Copilot, ChatGPT) to streamline email, documents, data, and events.

Additional Information

Questions related to flexible work should be directed to the hiring manager during the interview process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

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. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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