Job Information
Pennsylvania State University Administrative Support Manager, Thomas D. Larson Transportation Institute in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .
JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Thomas D. Larson Transportation Institute (https://www.larson.psu.edu/) within the College of Engineering at The Pennsylvania State University is seeking applications for an Administrative Support Manager. Working in collaboration with Institute leadership and staff, the successful candidate will take a prominent role in overseeing the operational activities of the Institute, assisting in the development and monitoring of the Institute budget, and assisting the Proposal and Awards Team within the Institute, when needed.
The duties of this position may include, but are not limited to, the following:
Department Administrative:
Oversee the operational activities of the office.
Complete assigned projects, develop work plans, and oversee project phases to ensure effective and efficient workflow.
Facilitate staff goal setting and structure support for achieving outcomes.
Encourage and support staff through professional development while prioritizing the incorporation of diversity, equity, inclusion, and belonging initiatives.
Develop and implement new guidelines and procedures that will streamline the Institute's operations.
Perform complex and confidential administrative duties and responsibilities, as authorized by the Institute Director.
Department Operational Activities:
Participate in the facilitation of the unit’s strategic plan, monitor progress, and provide updates to the department leadership.
Collaborate with leadership and staff members across the Institute.
Ensure fiscal deadlines are met; assist in coordinating budget preparation, report preparation, records control, and related special projects; and review and approve financial transactions.
Analyze, summarize, and create displays (figures, graphs, or charts) of data pertaining to the department budget for internal/external distribution.
Develop, compile, and analyze data for a variety of reports pertaining to grants, contracts, and programs.
Process labor distributions in SIMBA for full-time faculty, staff, and students on assistantships.
Monitor funding (internal/external); compliance, budgeting, reporting, spending, etc. Update faculty commitment and related spreadsheets.
Assist the Institute’s Proposal and Awards Team members.
Assist 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 procedures.
Education and Experience:
The Administrative Support Manager - Manager position requires an associate’s degree and 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 are 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.
Additional Information:
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 College of Engineering 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 should be directed to the hiring manager during the interview process.
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.
The salary range for this position, including all possible grades is:
$51,000.00 - $74,000.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - 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 (https://police.psu.edu/annual-security-reports) .
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 (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)
PA State Labor Law Poster
Affirmative Action (https://policy.psu.edu/policies/hr11)
Penn State Policies
Copyright Information (https://www.psu.edu/copyright-information)
Hotlines
University Park, PA