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.

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POSITION SPECIFICS​

The Smeal College of Business Dean’s Office seeks a proactive Administrative Assistant to keep a fast‑moving office running smoothly. Based at University Park Campus, the Administrative Assistant will manage administrator calendars, coordinate meetings and travel, support events and special projects, and serve as a welcoming first point of contact. The role includes drafting polished communications, maintaining confidential records, and assisting with purchasing and reimbursements. Success requires strong organization, clear communication, and Microsoft Office expertise, plus curiosity to learn University systems and practical AI tools that streamline documents, data, and logistics.

For full consideration, applicants are asked to submit a resume/CV and Cover Letter with their application.

Key Responsibilities

• Scheduling & Meeting Support: Manage calendars for the Dean and Assistant Dean of Administration; schedule meetings, prepare agendas/materials, coordinate itineraries, and capture minutes.

• Front Desk & Office Operations: Welcome visitors, answer phones, respond to inquiries, process mail, and ensure a positive experience in the Dean’s Office.

• Communication & Document Preparation: Draft, proof, and edit emails, letters, reports, and presentations with a professional, clear tone.

• Records & Confidential Information: Maintain organized, confidential files and departmental databases; updated web pages; handle sensitive and non-routine tasks with discretion.

• Facilities, Equipment & Supplies: Submit facility work orders, arrange equipment maintenance, track inventory, and order office supplies as needed.

• Finance & Purchasing Support: Make purchases and payments; reconcile expenses, process transactions, track spending, and coordinate with the Finance OST.

• Travel Coordination: Arrange flights, hotels, vehicles; create travel itineraries; submit reimbursements and reconcile travel expenses.

• Faculty & Academic Processes: Coordinate SCMS faculty time entry; support Promotion & Tenure scheduling and documentation; assist with faculty and staff award processes.

• Team Collaboration: Provide backup to the Executive Assistant; facilitate cross-training; interview, trai