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Administrative Services Executive Services
Management Supervisory Support
Penn State Job Catalog
Administrative Support Manager – Manager (PSU0934)
Job Summary
The Administrative Support Manager oversees the administrative activities of multiple areas; establishes priorities; develops, executes, and assesses processes and procedures; solves problems and approves completed work; prepares, controls, and manages budget; maintains budget expenditures and approves financial transactions; plans, publicizes, and coordinates special events; provides assistance and collaborates with other units and staff to achieve unit goals; compiles and analyzes data for a variety of reports, grants, contracts and programs.
Representative Duties
- Lead staff members, including hiring, development, and performance management
- Oversee the administrative processes for a unit or multiple offices, establish and assign priorities, oversee workflows, ensure schedules are maintained and deadlines are met, and develop procedures to ensure operational effectiveness
- Manage budgets for assigned areas; approve expenditures, prepare financial and operational reports, and partner with financial offices to plan and forecast short and long range budgets
- Implement unit wide projects/initiatives including recommending action steps, leading communication plans, contributing to goals and objectives, and assessing effectiveness
- Direct and coordinate facility usage including room reservations, building access, and safety policies; serve as liaison with OPP to communicate facility needs
- Plan, lead, and direct activities related to event management; develop itineraries, budgets, objectives, and assessment procedures
- Collaborate with internal unit and University-wide offices to ensure compliance related to areas of safety, health, risk management, and records; interpret and enforce adherence to administrative and academic policies
- Coordinate human resources administration activities including form processing, payroll transactions, and employee record maintenance; provide input and recommendations related to staffing needs for assigned area
- Oversee the collection and analysis of data or information to be used in reports, unit communications, and proposals
- Coordinate unit or department wide processes such as hiring, promotion and tenure, and faculty searches; ensure documents are accurate and complete and deadlines are met; translate policies and best practices into unit specific procedures
- Represent the Department with both internal and external stakeholders and strategically foster relationships
- Interview, train, and direct the work of other support staff, students, and wage payroll personnel
- Use data driven assessment to identify areas of improvement, optimize operational effectiveness, and make recommendations to leadership on process and procedure changes
- Provide input into the unit’s strategic plan and long-term initiatives; identify growth opportunities
Level Matrix
- Level:
- – Manager
- Base Description:
- – Manages direct reports where primary duty is the management of a working unit.
- Level Summary:
- – Demonstrates proficient ability in work design, project management, financial planning and development of goals for accomplishing unit assignments. Reviews and guides work to ensure conformity to policy and effective approaches. Evaluates employee performance and recommend development opportunities. Demonstrates ability to coach employees. Presents and communicates key university indicatives and connects it to unit contributions. Provides broad guidelines. Develops, evaluates, enhances, and/or implements quality improvement practices. Recommends innovative solutions.
- Supervisory Responsibilities:
-
– Oversees a team (typically 4 or more; no fewer than 2) full
– time direct reports of individual contributors and/or first level supervisors.
- Fiscal Responsibilities:
-
– Monitors and tracks department/area budget
– May plan, forecast, and/or assist in developing budgets
– May have final signature authority for specific area
- Problem Solving:
-
– Encounters varied and complex problems
– Helps to develop creative and/or novel approaches to resolve problems that are difficult in nature but within limited scope
– Modifies, adapts, or refines guidelines if necessary to resolve issues or problems
- Independence of Action:
-
– Works independently on complex or strategic assignments
– Uses existing practices and advanced working knowledge to determine appropriate work methods for the team
– Reviews completed work of others for conformity to policy, and effectiveness of approach
– Delegates advanced tasks to others
- Communication and Collaboration:
-
– Communicates with both internal and external audiences
– Collaborates closely with team members and various areas across the University
– Prepares written and/or verbal presentations or proposals on complex issues and delivers to a broad variety of audiences
– Communicates key university initiatives and how unit’s work contributes to their achievement
– Presents ideas, concepts and instructions in a clear manner, and uses persuasion and negotiation to build consensus and cooperation
– Establishes and maintains networks to facilitate successful communication among units
Salary Structure
- Comp Grade – 8
- Minimum – $51,000.00
- MidPoint – $62,500.00
- Maximum – $74,000.00
FLSA Exemption Status
Exempt
Minimum Education
Associate's Degree
Minimum Experience
8+ years of relevant experience, including 3+ years of supervisory experience
Equivalency
Or an equivalent combination of education and experience