Administrative Support Coordinator

Penn State University • Ferguson Township, PA

3d

About The Position

The Department of Plant Sciences in the College of Agricultural Sciences is seeking applications for an Administrative Support Manager position to oversee and manage the operations of the unit with management, fiscal responsibility and proxy responsibility for the Department Head. Additional responsibilities include budget management, human resources management, facilities and information technology coordination, strategic planning, and process assessment and improvement. Knowledge and understanding of university policies and procedures is required to manage the day-to-day activities and incorporate excellence, professionalism, diversity and customer service into the work environment. Primary responsibilities include but are not limited to: Assist Department Head with preparing various reports and confidential documents. Manage and oversee administration of budgets. Review and approval of all financial transactions. Oversee the management of grants and contracts including labor distribution planning and implementation. Oversee graduate student assistantships and grants-in-aid. Work with the Department Head Assistant with processing of visa sponsorships. Coordinate academic and non-academic personnel actions with College’s Human Resources Office including all limited term appointments. Maintain academic/administrative policies and deadlines. Oversee stewardship and associated activities of departmental endowments and gifts. Supervise and manage 4 administrative support staff members including interviewing, hiring and training. Provide leadership and foster professional development, with emphasis on creating a positive, inclusive and diverse work environment. Maintain confidentiality in all aspects of departmental affairs.

Requirements

• The successful candidate must be highly motivated, organized, and detail-oriented while having professional written and verbal communication skills, excellent interpersonal skills, and a teachable spirit with the ability to mentor in order to incorporate professional development and professionalism into the work environment.
• Supervisory experience is required.
• Bachelor's Degree
• 10+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Experience and proficiency in SIMBA, SAP Concur, Microsoft Office Suite (Outlook, Word, Excel, SharePoint/One Drive), Zoom and Filemaker, is preferred.

Responsibilities

• Assist Department Head with preparing various reports and confidential documents.
• Manage and oversee administration of budgets.
• Review and approval of all financial transactions.
• Oversee the management of grants and contracts including labor distribution planning and implementation.
• Oversee graduate student assistantships and grants-in-aid.
• Work with the Department Head Assistant with processing of visa sponsorships.
• Coordinate academic and non-academic personnel actions with College’s Human Resources Office including all limited term appointments.
• Maintain academic/administrative policies and deadlines.
• Oversee stewardship and associated activities of departmental endowments and gifts.
• Supervise and manage 4 administrative support staff members including interviewing, hiring and training.
• Provide leadership and foster professional development, with emphasis on creating a positive, inclusive and diverse work environment.
• Maintain confidentiality in all aspects of departmental affairs.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees