Administrative Support Manager

The Pennsylvania State University
paid holidays, sick time
United States, Pennsylvania, University Park
201 Old Main (Show on map)
Nov 21, 2024
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 College of Earth and Mineral Sciences at Penn State invites applications for the position of Administrative Support Managerin the John and Willie Leone Family Department of Energy and Mineral Engineering (EME). We seek an innovative, forward-thinking professional to join our inclusive and collegial team. Position Overview Reporting directly to the Department Head, and working collaboratively with an Administrative Support Manager and Senior Manager, the Administrative Support Manager will provide critical administrative oversight and management of department operations, including research proposal administration, budget management, event coordination, and staff supervision. The successful candidate will ensure the efficient operation of departmental activities, focusing on research support, budget monitoring, event planning, and team leadership. Key Responsibilities Research Support: Collaborate on the submission of research proposals in line with institutional guidelines and strict deadlines. Provide administrative support to department personnel and faculty throughout the proposal process. Monitor research budgets, process financial transactions, track expenditures, and assist with budget preparation, projections, and revisions. Collaborate with the EMS Research Office to ensure compliance with University policies and procedures, while maintaining research awards and budgets. Create and maintain financial reports using SIMBA and ensure all expenditures align with proposal guidelines and University policies. Manage financial aspects of research activities, including reimbursements, payroll, purchase requests, and budget tracking. Event Support: Plan and coordinate department events, conferences, and special activities. Reserve meeting spaces, develop event schedules, and coordinate logistics, including audio-visual setup, signage, and printing. Serve as the primary point of contact with vendors and manage event-related tasks. Support events initiated by the EME Associate Head for Diversity, Equity, and Inclusion, and provide event guidance to student groups as needed. Oversee speaker logistics, including travel arrangements, venue scheduling, and correspondence. Plan and manage student engagement events, departmental receptions, banquets, research showcases, and speaker panels, in collaboration with the EME Marketing and Communications Coordinator. Budget Monitoring: Work closely with the Department Head to develop, forecast, and manage departmental budgets. Monitor and maintain budgets for general funds, research grants, contracts, and endowments. Process financial transactions, track expenditures, and assist with budget revisions and proposals. Purchase and recommend equipment to support departmental operations. Supervision: Oversee and manage a team of support staff. Set workload priorities, conduct performance reviews, and provide ongoing support and feedback. Recruit, interview, and train new hires as necessary. Education and Experience Requires an Associate Degree in a relevant field and eight or more years of relevant experience or an equivalent combination of education and experience, and requires three or more years of supervisory experience. Strong organizational, communication, and leadership skills, with a proven ability to manage multiple priorities. Diversity, Equity, and Inclusion Statement The Pennsylvania State University's College of Earth and Mineral Sciences is committed to fostering a diverse, inclusive, and culturally competent workforce. Applicants should provide evidence of a commitment to promoting diversity, equity, and inclusion through their application materials or a separate diversity statement. We value fairness, mutual respect, and a commitment to building an environment where all individuals feel a sense of belonging. Application Instructions To be fully considered for this position, applicants must submit both a cover letter and a resume through our online application. Benefits Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to generous vacation time (24 days per year; accrued every month),sick time (12 days a year; accrued monthly), and paid holidays (14 per calendar year). Please visit https://hr.psu.edu/benefits for more detailed information. The salary range for this position, including all possible grades is: $51,000.00 - $74,000.00 Salary 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 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. Federal Contractors Labor Law Poster PA State Labor Law Poster Affirmative Action Penn State Policies Copyright Information Hotlines University Park, PA