Administrative Assistant Supervisor, College of the Liberal Arts

Penn State University; University Park (AL); On-site; USD 46,000 - 68,000; Full time

Job summary

Penn State University is seeking an Administrative Assistant Supervisor for the College of the Liberal Arts. This position involves overseeing administrative staff, managing tasks related to grants and contracts, and ensuring compliance with university policies. Ideal candidates will have strong communication skills and relevant experience, including managing office operations and supporting research activities. The role offers a competitive salary, benefits including a comprehensive medical plan and generous tuition discounts, and opportunities for flexible work arrangements.

Benefits

75% tuition discount for employees and eligible family members

Comprehensive medical, dental, and vision coverage

Paid time off including holidays, vacation, and sick time

Robust retirement plans

Qualifications

• 4+ years of relevant experience or equivalent education.
• Ability to manage and prioritize tasks.

Responsibilities

• Oversee and support administrative functions of the department.
• Supervise and mentor administrative staff.
• Manage procurement and compliance with university policies.

Skills

Communication

Customer Service

Detail-oriented

Education

Associate Degree

Tools

Microsoft Office 365

Workday

SAP Concur

Job description

Administrative Assistant Supervisor, College of the Liberal Arts

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Administrative Assistant Supervisor, College of the Liberal Arts

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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.
  
  

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.

POSITION SPECIFICS

The Department of Anthropology and School of Labor and Employment Relations are seeking an Administrative Assistant Supervisor to oversee and support the administrative functions carried out by the administrative assistant staff in the department and school.

Additionally, this position provides administrative support in the areas of grants and contracts, advanced purchasing, and travel expense reconciliation.

Responsibilities for each of these areas include but are not limited to:

Supervision of Administrative Staff

• Supervise and mentor the Administrative Support Group Staff
• Manage schedules, manage absence requests, and approve timecards
• Oversee direct reports' workload and tasks
• Lead hiring, onboarding, training, and performance evaluations
• Provide backup support and address performance concerns as needed
  
  

Administrative and Research-Related Expenditures

• Coordinate day-to-day operations and ensure compliance with university policies
• Prepare and track financial documentation reimbursements and other transactions
• Serve as liaison to the College Research Office and support faculty with external research funding
• Assist with grant management, including initiating advance account requests and monitoring project timelines
  
  

Purchasing/Expense Reconciliation

• Manage procurement of lab materials, research supplies, and travel-related expenses
• Ensure compliance with university travel guidelines and obtain necessary approvals
• Responsible for currency conversions, per diem and mileage calculations
• Coordinate travel arrangements and serve as a liaison to the Travel Safety Network
• Submit purchasing documents and work closely with the finance team
  
  

The overall administrative team of the department and school will also depend on this position to act as the backup supervisor in the absence of the Administrative Support Manager and to provide cross-functional support to ensure smooth departmental operations.

Working independently and in a team environment, the Administrative Assistant Supervisor will utilize multi-tasking and organizational skills to complete the responsibilities of this position.

The Administrative Assistant Supervisor will frequently use Microsoft 365 applications, Workday, and SAP Concur, as well as the following which are specific to Penn State:

• WorkLion (collection of general HR information and resources, along with an inquiry system)
• SIMBA (System for Integrated Management, Budgeting and Accounting)
  
  

Qualifications:

• Excellent communication and customer service skills
• Ability to be detail-oriented and to manage and prioritize tasks
• Demonstrated commitment to creating a positive and efficient working environment.
• Basic proficiency with Microsoft Office 365
  
  

Minimum Education, Work Experience & Required Certifications

Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

Additional Information:

The College of the Liberal Arts is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

BACKGROUND CHECKS/CLEARANCES

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

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

Salary & Benefits

The salary range for this position, including all possible grades, is $46,400.00 - $67,300.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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.

EEO IS THE LAW

Penn State is an equal opportunity 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.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belonging that supports both broad and specific equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

Federal Contractors Labor Law Poster

PA State Labor Law Poster

Penn State Policies

Copyright Information

Hotlines

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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