Administrative Support Coordinator

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• 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 .

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 budgetary issues, and advise on a variety of operational and human resource issues.
• Assist Department Chair with information for projects, determine priorities in assigned job to meet all deadlines, coordinate and prepare correspondence, and coordinate collection of data.
• Supervise the administrative support assistant, part time staff and work study students.

This position is based at University Park Campus. Flexible work arrangements, such as remote or hybrid work opportunities, may be considered after a period of time.

Education and Experience:

Typically requires an Associate’s degree or higher plus three years of related experience, or an equivalent combination of education and experience.

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

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here .

Employment with the University will require successful completion of background check(s) in accordance with University policies. 

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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