Job Listings

Administrative Support Assistant 3

Penn State
Job Location:
University Park, Pennsylvania
Administrative Assistants

Job Number: REQ_0000016210


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The Smeal College of Business Department of Marketing is seeking applications from highly motivated individuals to fill the role of Administrative Support Assistant 3 (ASA) in our department. The ASA is the point of contact in the office to greet visitors, answer the main phone line, and communicate with our constituents (alumni, students, and prospects) through a variety of mediums. We are looking for a person with a strong commitment to a collaborative team environment, with exceptional customer service skills, the ability to prioritize multiple projects, who is forward-thinking and detail oriented. The individual in this position will perform complex tasks with minimal supervision and work independently while maintaining communication and cooperation within a collaborative team culture.

The Administrative Support Assistant will generate, prepare, and maintain financial reports and spreadsheets for processing of payments through SAP-Concur. The ASA will also manage department budgets as well as faculty research budgets; process budget revisions and assist with budget preparation and projections, using various transactions in the System for Integrated Management, Budgeting, and Accounting (SIMBA).

In addition, the ASA will assist with all operational and administrative duties associated with the department's practicum courses (Jacobs; Prime; Digital Marketing; Marketing Skills). The successful candidate will also coordinate and manage all steps associated with faculty and Ph.D. recruiting and working series seminars to include, but not be limited to, assisting with the interview arrangements, arranging travel, lodging, and meals, coordinating itineraries of candidates/visitors and reimbursements.

The ASA will be responsible for updates to the administrative content on the website and marketing outreach materials. The ASA will also manage, communicate and circulate information to the Marketing majors and the department via email listservs and Google documents to include: a Google slide deck of upcoming events and other announcements, a monthly department newsletter, and announcements about good news items.

The successful candidate must be highly motivated, organized, have excellent written and verbal communication skills, pay attention to detail, have a teachable spirit, and possess both excellent computer skills and time-management skills. The position requires the person to work closely with several key faculty who oversee key initiatives of the department and provide back-up support to the Administrative Support Coordinator as necessary.

Applicants should submit a resume and cover letter; a writing sample may be requested as part of the interview process. Typical work hours for this position are 8:00 a.m. - 5:00 p.m., Monday - Friday. Individuals seeking some variation of remote work will be considered but not guaranteed. In your cover letter, please outline what accommodations are needed to work both on-campus and remotely. 

Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience. Preference will be given to a candidate with experience in SIMBA (SAP S/4HANA) and Concur. Experience with Canvas, 25Live, WorkLion, LionPath and event management preferred but not essential.

The following background checks must be successfully completed for this position: 

This position will require successful completion of standard background checks. 

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.

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