Administrative Support Assistant, Smeal College of Business

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POSITION SPECIFICS

The Center for the Business of Sustainability (CBoS) at Penn State's Smeal College of Business is seeking a detail-oriented, proactive, and highly organized Administrative Assistant to join our dynamic and collaborative team. This full-time position is essential to the Center's daily operations, supporting both internal workflows and external engagement with students, faculty, and strategic partners.

As the primary contact for the Center, the Administrative Assistant leverages strong organizational, communication, and financial skills to ensure smooth operations. They utilize tools and technologies to support informed decision-making and help the Center achieve its strategic goals.

We are also looking for someone who has a passion or interest in sustainability,excels at creating order from complexity, communicates clearly

and professionally and brings a service-oriented mindset to everything they do. If you are a skilled multitasker with a strong sense of ownership and a commitment to supporting sustainability through administrative excellence, we'd love to hear from you.

Key Responsibilities

Administration & Office Operations

• Serve as the primary point of contact and provide front-line support at the Center.

• Manage communications, prepare documents and reports, and support daily administrative functions.

• Manage and coordinate complex calendars for Center leadership and staff. Schedule and prepare for meetings, ensure logistics are seamless, and track follow-ups.

• Coordinate logistics for internal meetings (SAB, ET, EWG, RWG, ICT), including scheduling, agenda preparation, materials management, and minute-taking.

Financial Processing & Budget Administration

• Handle purchasing, travel arrangements, and processing reimbursements through university systems such as SIMBA, SAP-Concur, and PSU Buy.

• Assist with maintaining and monitoring the Center's budget.

• Partner with the Director to produce quarterly financial reports and manage financial records.

Event Support & Engagement

• Help plan and execute logistics for events, including case competitions, seminars, workshops, and other Center programming.

Operational Excellence & Strategic Support

• Accountability and Self-Management: Set and prioritize program goals, work independently, and manage multiple projects with quality and timeliness.

• Teamwork and Leadership: Collaborate effectively, support team goals, and apply customer service and problem-solving skills. Take initiative and ownership of projects.

• Communication: Communicate clearly and professionally with diverse stakeholders, including faculty, students, university leadership, and external partners.

• Innovation and Problem Solving: Improve systems for financial accountability and program growth using effective tools and technologies.

Preferred Qualifications

• Prior experience in an administrative or office support role

• Familiarity with Penn State systems such as 25Live, SIMBA, SAP-Concur, eSteward, and PSU Buy (training provided)

• Proactive, customer-service-oriented mindset

• Comfortable working independently and collaboratively

• Willingness and ability to learn new software and systems

Standard business hours are Monday - Friday, 8:00 AM to 5:00 PM with occasional evening support for events may be required. This position is located in University Park, PA in the Smeal Business Building.

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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