Administrative Support Assistant, Smeal College of Business
Penn State University, University Park, PA, United States
Administrative Assistant Position at Penn State's Smeal College of Business
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. For full consideration, applicants are asked to submit a resume/CV and Cover Letter with their application.
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.
Demonstrated technological proficiency with the ability to learn and effectively use institutionally supported systems.
Familiarity with enterprise systems such as event scheduling, financial management, travel and expense reporting, customer relationship management, and procurement platforms (e.g., Penn State systems including 25Live, SIMBA, SAP Concur, eSteward, and PSU Buy).
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. The unit is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.
Minimum Education, Work Experience & Required Certifications
If filled as Administrative Assistant - Senior Support, this position requires:
Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications: None
If filled as Administrative Assistant - Intermediate Support, this position requires:
General Equivalency Diploma (GED) or High School (HS)
2+ 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 & Benefits
The salary range for this position, including all possible grades, is $38,300.00 - $61,000.00.
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 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.
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. For full consideration, applicants are asked to submit a resume/CV and Cover Letter with their application.
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.
Demonstrated technological proficiency with the ability to learn and effectively use institutionally supported systems.
Familiarity with enterprise systems such as event scheduling, financial management, travel and expense reporting, customer relationship management, and procurement platforms (e.g., Penn State systems including 25Live, SIMBA, SAP Concur, eSteward, and PSU Buy).
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. The unit is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.
Minimum Education, Work Experience & Required Certifications
If filled as Administrative Assistant - Senior Support, this position requires:
Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications: None
If filled as Administrative Assistant - Intermediate Support, this position requires:
General Equivalency Diploma (GED) or High School (HS)
2+ 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 & Benefits
The salary range for this position, including all possible grades, is $38,300.00 - $61,000.00.
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 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.