Administrative Support Manager

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Engineering Science and Mechanics is seeking an Administrative Support Manager. The Administrative Support Manager is responsible for leadership of departmental staff operations within the Department of Engineering Science and Mechanics including Finance, Human Resources, reception, and process quality and improvements for staff functions. This position is responsible for the overall well-being of staff functions and serves as the senior staff leadership resource to the department head ensuring compliance with College of Engineering and Penn State standards, timely resolution of complex issues, general staff efficiency, and alignment with the College of Engineering's strategic plan and vision.

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.

Job Responsibilities:

• Lead daily department administrative operations including promoting effective communication goals, vision, and initiatives. Coordinate all personnel actions for the department including requisitions, interviewing, reference checks, offers, and onboarding including VISA support for international team members. Supervise, evaluate, train, and counsel assigned staff on job performance including disciplinary actions. Identify and encourage professional development.

• Direct and manage the workforce to ensure that overall objectives are met and priority projects are completed timely.

• Supervise finance, human resources, industry relations, and reception staff and consult with staff who support students, IT, proposals and awards, and facilities.

• Implement department and college projects, demonstrating proficiency in project management, financial planning, and goal setting to accomplish complex assignments.

• Develop budgets, prepare financial analyses, and implement financial strategies integral to strategic planning. Prepare annual budget including reallocation, processing, promotions, and oversight of annual salary increases, distribution of salary/wage changes, and coordination of joint appointments.

• Manage general budgets for endowments, general funds, and cost share accounts, contributing to the overall strategic plan for the department. Strategize with the Department Head, Assoc. Dean of Engineering, and Financial Officer on budget development, hiring, space, and salary as critical components of department financial stability and future growth potential.

• Prepare, analyze, and present data for evaluation to the Department Head and faculty.

• Coordinate with research and faculty to advise on all aspects of research grant and contract administration, ensuring compliance with federal, Penn State, and other sponsor guidelines to ensure appropriateness and timeliness of expenditures and related activities.

• Establish and maintain relationships with key university offices influencing the well-being of the department. Attend workshops, seminars, and special training programs. Coordinate and represent the department at special events. Support the creation of a welcoming environment by enabling programs that support diversity, equity, inclusion, and belonging in all policies and practices. Compose key communications to staff and faculty. Support the department head on non-academic matters.

Education and Experience:

• This position requires a minimum of an associate degree and 10 years of relevant experience, including at least 3 years of supervisory leadership experience, Or an equivalent combination of education and experience. A bachelor's degree is preferred.

• Excellent communication, organization, leadership, and critical thinking skills are preferred for this role. Additionally, professionalism with a proven history of managing confidentiality is preferred.

• Intermediate to advanced Microsoft Office 365 skills are necessary, including Teams sites and Excel pivot tables.

• Experience with financial and human resource systems such as SAP, Concur, business objects, and WorkDay or similar is preferred.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both the 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:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: