Administrative Support (Intermediate/Senior Administrative Assistant)

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• 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.

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

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 the office 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.

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.

Education and Experience:

This position will be filled at the level of Intermediate Support or Senior Support, depending on the final appicant's experience and education. The minimum requirement for the Intermediate Support level is a High School Diploma and two (2) years related experience. Or, an equivalent combination of education and experience. Additional education and /or experience is required for higher level positions. An Associate's degree or higher is preferred.

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 (2 years experience required), Excel and Office 365 (proficiency required), and LionPATH, Starfish, 25Live, Terra Dotta, CSRS (preferred).

Additional Information: This is an HR-105 9.5-month position with working dates from mid-August through May (this position will have the summer months off except for up to 2 weeks supplemental pay for budgetary responsibilities as needed). In accordance with Penn State Human Resource guidelines, this position is currently operating Monday-Friday from 8am to 5pm, 4 days in-person and 1 day remote as assigned by direct supervisor (subject to 5 days in-person as needed). Supplemental summer hours may be completed in-person or remotely.

The review of applications will begin January 6, 2025 and remain open until filled.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: