APPLICATION INSTRUCTIONS

The Administrative Assistant - Supervisor provides comprehensive administrative and programmatic support to the Undergraduate Education (UGE) unit within the Smeal College of Business. This position plays a key role in ensuring efficient daily operations while supporting student-facing programs, events, and initiatives. The role also includes direct supervision of front desk staff to ensure high-quality customer service and smooth office operations. The ideal candidate is highly organized, detail-oriented, customer-service focused, and able to manage multiple priorities in a fast-paced academic environment.

For full consideration, applicants are asked to submit a cover letter and resume/CV along with their application.

Specific duties include but are not limited to:

Office Operations & Administrative Support

• Plan, organize, and coordinate daily office activities and administrative processes
• Provide front-facing support by greeting visitors and assisting students, faculty, staff, and external stakeholders
• Review, respond to, and appropriately direct inquiries

Front Desk Supervision & Team Coordination

• Supervise and coordinate the work of four front desk staff members to ensure consistent coverage and excellent customer service
• Develop and manage front desk schedules and coverage plans
• Train, mentor, and provide ongoing guidance to front desk staff and student employees
• Monitor performance, provide feedback, and support professional development
• Establish and maintain standard operating procedures for front desk operations

Program & Event Support

• Provide administrative and logistical support for UGE programs, initiatives, and student engagement activities
• Plan and coordinate events
• Reserve spaces, develop timelines and itineraries, and coordinate event logistics
• Prepare event materials, communications, and attendee information
• Serve as a point of contact for vendors, campus partners, and participants
• Support on-site event execution and post-event follow-up

Calendar & Scheduling Coordination

• Manage complex scheduling, including coordinating meetings and maintaining calendars
• Arrange travel logistics as needed
• Coordinate meeting logistics including scheduling, agenda development, and preparation of materials

Data & Financial Support

• Collect, organize, research, and analyze data to support reporting and decision-making
• Support event and program budgets, including tracking expenses and reconciling costs
• Assist with budget preparation, projections, and revisions

Facilities & Inventory Management

• Maintain office inventory and order supplies
• Coordinate equipment maintenance and submit work orders for facilities-related needs

Compliance & Process Support

• Resolve inquiries and ensure adherence to University and unit policies and procedures
• Maintain confidentiality while handling sensitive information

• Associate degree or higher, or an equivalent combination of education and experience
• Strong organizational, time management, and multitasking skills
• Excellent written and verbal communication skills
• Demonstrated supervisory or team leadership experience
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Demonstrated ability to handle confidential information with discretion
• Strong customer service orientation

Preferred Qualifications:

• Experience supervising front desk or customer-facing teams
• Experience supporting programs or event planning/logistics
• Experience in a higher education or academic environment
• Experience with financial tracking or budgeting
• Familiarity with Penn State systems (e.g., Concur, SIMBA, LionPATH)
• Experience supporting multiple leaders or complex teams

Work Environment: This position operates in a fast-paced, student-facing office environment with frequent interruptions and a high volume of inquiries. The role also includes supervision responsibilities and support for events and programs, which may occasionally require schedule flexibility., Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

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.

Pulled from the full job description Health insurance Retirement plan Paid time off Vision insurance Dental insurance Paid holidays, The salary range for this position, including all possible grades, is $49,188.00 - $71,340.00.

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 .

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.

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