Administrative Support, Smeal College of Business

Job description

APPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process . Please do not apply here, apply internally through Workday. CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday. If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants . Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants . ​ POSITION SPECIFICS ​ OVERVIEW 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. EXPERIENCE: Strong preference will be given to candidates with administrative experience in the field of higher education. Excellent oral and written communications skills are required. Knowledge in Penn State’s IT environment including SAP Concur and/or Simba, or similar preferred. Excel and Office 365 (proficiency required) LionPATH, Starfish, 25Live, Terra Dotta, CSRS (preferred) SAMPLE WORK ACTIVITIES: 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. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS 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 Required Certifications: None 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 Required Certifications: None APPLICATION MATERIALS: Applicants are asked to submit a resume and cover letter for full consideration. BACKGROUND CHECKS/CLEARANCES Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S. SALARY & BENEFITS The salary range for this position, including all possible grades, is $40,608.00 - $64,668.00. 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. Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission. Federal Contractors Labor Law Poster PA State Labor Law Poster Penn State Policies Copyright Information Hotlines