Administrative Assistant - Supervisor, Smeal College of Business

Position Specifications

This role provides comprehensive administrative and programmatic support to the Undergraduate Education (UGE) unit within the Smeal College of Business, and includes direct supervision of front desk staff.

• 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.

• 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.

• 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.

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.

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 range for this position is $49,188.00 – $71,340.00.
• 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…