Administrative Support Manager, Liberal Arts Undergraduate Studies

Penn State University; University Park (TX); On-site; USD 54,000 - 86,000; Full time

Benefits offered by this job

75% tuition discount

Flexible work arrangements

Job summary

Penn State is seeking an Administrative Support Manager to join the senior staff for the Associate Dean for Undergraduate Studies. You will lead the LAUS office, manage the administrative budget, and oversee curricular affairs to advance student success.

Responsibilities include supervising staff, coordinating hiring, and partnering with College and University offices. A minimum of a Bachelor's degree and extensive supervisory experience are required.

Qualifications

• Bachelor's Degree required; 10+ years of relevant experience, including 3+ years supervisory experience.
• Proven ability to develop clear processes and teach others to use them.
• Strong leadership, time management, and people management skills.
• Excellent written and verbal communication; discretion with confidential matters.
• Ability to work independently and with a management team; collaborate effectively.

Responsibilities

• Oversee daily administrative functions for LAUS and develop management procedures.
• Supervise staff supporting Paterno Fellows Program and related activities.
• Manage administrative budget, fund oversight, and scholarship awarding processes.
• Oversee curricular affairs and advise on curriculum development.
• Coordinate HR and hiring processes for LAUS staff.

Skills

Leadership

Time management

People management

Written communication

Verbal communication

Discretion

Independent & collaborative work

Education

Bachelor's Degree

Tools

Office 365

SAP

Workday

SIMBA

CIM

Job description

POSITION SPECIFICS

The College of the Liberal Arts is seeking an Administrative Support Manager to serve on the senior staff for the Associate Dean for Undergraduate Studies and have primary responsibility for support activities for the Liberal Arts Undergraduate Studies organization (LAUS).

Through leadership of key administrative, financial, and curricular functions, this position plays a critical role in advancing institutional priorities, supporting student success, and ensuring the effective operation of LAUS.

Core responsibilities of the Administrative Support Manager will focus on managing the office of the Associate Dean, administrative budget and appointment processing, and overseeing curricular affairs.

Key duties related to these core functions include but are not limited to:

Manage the Office of the Associate Dean :

• Oversee daily administrative functions; develop and maintain administrative management procedures for LAUS and advise on complex matters.
• Supervise staff dedicated to the Paterno Fellows Program, as well as those staff responsible for administrative support for the Associate Dean; recruiting prospective students; supporting the Office of Academic Integrity; and awarding student enrichment, scholarship, and other awards.
• Set priorities, assign work assignments, and conduct annual reviews.

Administrative Budget Processing:

• Work with the leadership team to develop and manage budgets for each LAUS subunit.
• Oversee fund management and approve financial transactions; monitor budgets to identify potential financial issues/overspending.
• Partner with other team members to oversee the scholarship awarding for LAUS.

Oversee Curricular Affairs:

• Support the work of College committees devoted to curricular affairs, academic integrity, and undergraduate studies, as well as academic units that devise and deliver LAUS curriculum.
• Advise College faculty and staff with curriculum development and revisions.

Appointment Processing:

• Serve as the point of contact for staff searches; manage the hiring of full-time and part-time employees in LAUS.
• Initiate, process, and approve human resources and financial forms.

The Administrative Support Manager will also assist with strategic and operational planning, as well as communicating internal policies and procedures across the organization.

In addition, the person in this role will coordinate facilities requests for the area, serve as liaison with various College and University offices, and work with the leadership team to plan and oversee various events.

Qualifications:

• Demonstrated ability to develop and maintain clear and reliable processes, to take initiative to identify needs for new processes, and to teach others how to manage/utilize these processes
• Excellent leadership, time management, and people management skills
• Effective written and verbal communication skills
• Ability to use discretion and judgment when handling confidential and sensitive matters
• Demonstrated focus on achieving team productivity
• Demonstrated ability to work independently and to collaborate with other members of a management team
• Excellent interpersonal skills; inclusive and respectful when working with others

Applicants must also have proficiency with core Microsoft Office 365 applications, particularly Word, Excel, PowerPoint, Outlook, and Teams.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Administrative Support Manager - Senior Manager, this position requires: Bachelor's Degree 10+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of education and experience accepted. Required Certifications: None

If filled as Administrative Support Manager - Manager, this position requires: Bachelor's Degree 8+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of education and experience accepted. Required Certifications: None

Additional Information:

After training, the Administrative Support Manager will also work with various other software including SAP and Workday, as well as the following which are specific to Penn State:

• SIMBA (System for Integrated Management, Budgeting and Accounting)
• Curriculum Information Management (CIM) system

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 arrangements should be directed to the hiring manager during the interview process.

Important Note: This is not a fully remote position. In accordance with College guidelines, this position requires a minimum of three days per week of on-site work at the designated work location.

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 $54,060.00 - $86,400.00.

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.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports 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.

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