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• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Marketing Department in the Smeal College of Business seeks an Administrative Support Coordinator to assist with managing and coordinating daily operations and providing a high level of administrative and financial support.

• Work closely with the department chair, bringing intelligence, common-sense, problem-solving capabilities, energy, warmth, and professionalism to an active department.
• Assist in faculty searches and graduate student recruitment. Prepare advertisements for faculty positions following College and University procedures, arrange campus visits, and coordinate all logistics of the visit, to include arranging interviews, securing conference rooms, and coordinating committees.
• Responsible for assisting with department working series.
• Other duties include sending reminders, maintaining, and updating departmental manuals, SharePoint file storage.
• Manage department chair’s calendar and schedule, including scheduling complicated meetings.
• Resolve complex inquiries with department chair and ensure compliance with work unit and/or University policies and procedures.
• Manage communications on behalf of department: newsletter for department, weekly communication to undergraduate students and department communication for class postings and social media platforms.
• Track all SIMBA financial entries to ensure they are processed through all appropriate approval paths before month-end.
• Track expenditures, monitor budgets, and generate reports for faculty and department chair.
• Maintain inventory and order/purchase office supplies; arrange for equipment -maintenance. Determine office equipment and IT needs.
• Generate all faculty report requests (SEEQ, budget, benchmarking).
• Work closely with department faculty coordinator; assist with student orgs and faculty in charge requests (Prime, PSAMA, Jacobs Fellows, Amazon Advertising).
• Process faculty appointments; process immigration applications; assist employees, scholars and/or visitors regarding form requirements and compliance.
• Screen and process routine telephone communications, mail, and requests.
• Oversee promotion and tenure (P&T) for both tenure and the non-tenure-track promotion process for the Department, annual and periodic faculty review, and sabbatical processes.
• Collaborate with staff and other units to meet established deadlines and to execute department events and participate in college programs.
• Act in consultation with the Department Chair, when appropriate, in administrative and budgetar