Administrative Support Manager, Liberal Arts Undergraduate Studies

The Pennsylvania State University • University Park, FL

10d • Hybrid

About The Position

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.

Requirements

• 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
• Proficiency with core Microsoft Office 365 applications, particularly Word, Excel, PowerPoint, Outlook, and Teams.
• Bachelor's Degree
• 10+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of education and experience accepted (if filled as Administrative Support Manager - Senior Manager)
• 8+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of education and experience accepted (if filled as Administrative Support Manager - Manager)
• Applicants must be authorized to work in the U.S.

Nice To Haves

• 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

Responsibilities

• 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.
• 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.
• 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.
• 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.
• Assist with strategic and operational planning, as well as communicating internal policies and procedures across the organization.
• Coordinate facilities requests for the area.
• Serve as liaison with various College and University offices.
• Work with the leadership team to plan and oversee various events.

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• 75% tuition discount, available to employees as well as eligible spouses and children

What This Job Offers

• Job Type: Full-time
• Career Level: Manager