Administrative Assistant - Adjunct

University System of New Hampshire; Plymouth; On-site; GBP 35,000 - 47,000; Full time

Job summary

Penn State University’s School of Business seeks an administrative professional to support day-to-day operations, front desk coverage, event logistics, and coordination with faculty and students. The role handles travel, budgets, communications, and workspace management.

You will assist the Executive Director, manage mail, scheduling, and correspondence, and contribute to accreditation and course data management.

Responsibilities

• Student and Faculty Support: Provide daily support to students and faculty, addressing needs as they arise.
• Sales Institute Support: Coordinate travel, event logistics and execution, documentation management including receipts
• Executive Director Administrative Support: Provide support to Executive Director when requested
• Reception Responsibilities: Front Desk oversight involves providing coverage during operating hours and ensuring that work-study students are available to assist with both coverage and ongoing projects.
• Budget and Financial Coordination: Assist with budget tracking and purchasing, including UShop and other financial systems, in collaboration with the Executive Director (Budget Manager).
• ACBSP Accreditation: Support all aspects of the ACBSP accreditation process, ensuring timely and accurate documentation leading up to all required report submissions.
• Course Scheduling & Data Management: Enter, maintain, and audit data in the Banner system for both undergraduate and graduate course scheduling.
• Academic Forms Management: Process undergraduate and graduate student academic forms, ensuring faculty approval and submission to the Registrar's Office.
• Program Communication & Outreach: Distribute program information and support academic initiatives through displays, digital monitors, bulletin boards, and other forms of communication.
• Student Worker Management: Manage student worker hiring, training, scheduling, and delegation of daily tasks.
• Facilities and Event Coordination: Manage scheduling for the School of Business conference room, handle room change requests and oversee classroom and event location management.
• Travel and Hotel Coordination: Responsible for assisting with all aspects of travel, including conference booking, hotel, rental car, bus transportation and any other needs for travel
• Receipt Management and Reimbursement Processing: Oversee the complete receipt and reimbursement process for faculty, including the collection, documentation, and organization of all receipt-related items.

Job description

USNH Employees should apply within Workday through the Jobs Hub app

This role operates in a high-volume, fast-paced environment and requires an individual who can adapt quickly and efficiently to changing demands. The position involves managing a heavy flow of tasks and interactions, necessating the ability to shift gears seamlessly and prioritize responsibilities on demand. The ideal candidate must thrive under pressure, demonstrate excellent multitasking skills, and maintain a calm, professional demeanor in a dynamic setting.

This position involves day-to-day administrative operations for the School of Business, including but not limited direct support of Executive Director, to front-line reception, managing phone, mail, and email correspondence, overseeing office supplies, maintaining the copy machine and its supplies, handling catering and key orders, and processing Plant and IT work orders. Additional responsibilities include managing faculty and student mailboxes, signage, parking passes, 25 Live scheduling, and coordinating with Chartwells. The role also involves advising and providing services to students as outlined in the Collective Bargaining Agreement.

This position will also provide event assistance for School of Business affiliated events and student events as needed - i.e. Panther Pitch, Climb Above Addiction, Rail-Jam, Teddy Bear Toss, Open House, Mix & Mingle, Honors Ceremony etc. Engagement in and participation with student and faculty retention activities for the School of Business.

The School of Business is the largest academic program at PSU. The size and complexity of the school requires enormous organizational functionality. We have tried to function without an AOM or AOM-like position and have found it impossible to satisfactorily manage the workload. Without this position, the efficiency and effectiveness of the business academic offerings would be severely challenged.

Duties/Responsibilities:

(70%)

• Student and Faculty Support : Provide daily support to students and faculty, addressing needs as they arise.
• Sales Institute Support: Coordinate travel, event logistics and execution, documentation management including receipts
• Executive Director Administrative Support : Provide support to Executive Director when requested
• Reception Responsibilities: Front Desk oversight involves providing coverage during operating hours and ensuring that work-study students are available to assist with both coverage and ongoing projects. Inthe absence of work-study support, this position will directly manage the front desk duties. Front desk hours are from 8:00 AM to 4:00 PM.
• Budget and Financial Coordination: Assist with budget tracking and purchasing, including UShop and other financial systems, in collaboration with the Executive Director (Budget Manager).
• ACBSP Accreditation: Support all aspects of the ACBSP accreditation process, ensuring timely and accurate documentation leading up to all required report submissions. Responsible for ensuring ACBSP web content is up to date.
• Course Scheduling & Data Management: Enter, maintain, and audit data in the Banner system for both undergraduate and graduate course scheduling.
• Academic Forms Management: Process undergraduate and graduate student academic forms,ensuring faculty approval and submission to the Registrar's Office.
• Program Communication & Outreach: Distribute program information and support academic initiatives through displays, digital monitors, bulletin boards, and other forms of communication.
• Student Worker Management: Manage student worker hiring, training, scheduling, and delegation of daily tasks.
• Facilities and Event Coordination: Manage scheduling for the School of Business conference room,handle room change requests and oversee classroom and event location management.
• Academic Forms Management: Process undergraduate and graduate student academic forms,ensuring faculty approval and submission to the Registrar's Office.
• Travel and Hotel Coordination: Responsible for assisting with all aspects of travel, including conference booking, hotel, rental car, bus transportation and any other needs for travel
• Receipt Management and Reimbursement Processing: Oversee the complete receipt and reimbursement process for faculty, including the collection, documentation, and organization of allreceipt-related items. Ensure timely and accurate completion of required forms, submitting reimbursement requests for approval, and coordinating with finance for the processing of payments in compliance with university policies.

(20%)

• Course Scheduling & Data Management: Enter, maintain, and audit data in the Banner system for both undergraduate and graduate course scheduling.
• Faculty Activity Reporting: Collect, organize, and disseminate faculty activity data, including work plans,CV's classroom observations, and semester availability forms.
• Compliance Tracking: Document and track compliance for various financial processes, including direct