Administrative Support Manager - University Park, United States - Penn State University

Description

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.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Educational Psychology, Counseling and Special Education (EPCSE) within the College of Education at The Pennsylvania State University is seeking applications for an Administrative Support Manager.

Working in collaboration with department leadership and staff, the successful candidate will take a prominent role in overseeing the operational activities of the administrative office suite, representing staff in unit administrative leadership, and assisting in the development and monitoring of the department budget.

The duties of this position may include, but are not limited to, the following:
Department Administrative Office and Staff:Oversee the operational activities of the office, including supporting the academic program staff in their daily workComplete assigned projects, develop work plans, and oversee project phases to ensure effective and efficient workflowFacilitate staff goal setting and structure support for achieving outcomesEncourage and support staff through professional development while prioritizing the incorporation of diversity, equity, inclusion, and belonging initiativesDevelop and implement new guidelines and procedures that will streamline the office operationsPerform complex and confidential administrative duties and responsibilities, as authorized by the Department Head

Department Operational Activities:

Participate in the facilitation of the unit's strategic plan, monitor progress, and provide updates to the department leadershipCollaborate with leadership and staff members across the College of Education to exchange information, resolve issues or concerns, and coordinate activities/eventsEnsure fiscal deadlines are met; assist in coordinating budget preparation, report preparation, records control, and related special projects; and review and approve financial transactionsAnalyze, summarize, and create displays (figures, graphs, or charts) of data pertaining to the department budget for internal/external distributionDevelop, compile, and analyze data for a variety of reports pertaining to grants, contracts, and programsProcess labor distributions in SIMBA for full-time faculty, staff, and students on assistantshipsMonitor faculty funding (internal/external); compliance, budgeting, reporting, spending, etc.

Update faculty commitment and related spreadsheetsComplete faculty supplemental payments as well as graduate assistantships in WorkdayAssist in the recruitment process for faculty and staff:

prepare and place advertisements, collect confidential information from candidates, prepare interview itineraries, and ensure compliance with Affirmative Action policies and proceduresEducation and Experience:Typically requires an Associate's degree or higher plus 8+ years of relevant experience, including 3+ years of supervisory experience, or an equivalent combination of education and experience.

The ideal candidate for this position will have extensive knowledge of staff management, administrative leadership, budgets, database management, and basic knowledge of university structure.

Excellent communication skills, attention to detail and accuracy, excellent interpersonal skills, and a strong commitment to teamwork required.

Extensive knowledge of university policies, procedures, and systems, including (but not limited to) System for Integrated Management Budgeting, and Accounting (SIMBA), Workday (HR system), and SAP Concur (expenses and travel reimbursement system), is highly preferred.

In addition, successful candidates must either have demonstrated a commitment to building an inclusive, equitable, and diverse campus community, or describe one or more ways they would envision doing so, given the opportunity.

To be considered for this role, applicants should submit a cover letter and resume along with their online application. Application review will begin immediately and continue until the position has been filled.

The pay range for this position, including all possible grades is:
$51, $74,000.00Salary Structure - additional information on Penn State's job and salary structure


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 LAWPenn 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 Federal Contractors Labor Law PosterPA State Labor Law PosterAffirmative ActionPenn State PoliciesCopyright InformationHotlinesUniversity Park, PA