Administrative Assistant - Supervisor, Smeal College of Business

## Administrative Assistant - Supervisor, Smeal College of Business Apply locations:
Penn State University Parktime type:
Full time posted on:
Posted Todayjob requisition :
REQ_#
** 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
** 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
*
* Required Qualifications:

*** 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…