Penn State Job Catalog

Additional levels that exist for this job profile can be seen below.

The defined natural career progression within or between job profiles.

Administrative Support

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.

Note: This profile contains levels that have been designated as an exception to the standard leveling matrix.

• Oversee day-to-day administrative operations, ensuring consistent and high-quality service delivery across teaching, research, and service functions
• Provide overall leadership, supervision, performance management, and professional development for departmental administrative and support staff, student workers, and part-time personnel
• Oversee the administrative processes for an academic department 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 Strategic Finance Partners to plan and forecast short- and long-range budgets
• Serve as the primary administrative liaison to offices such as Human Resources, Finance, Facilities, IT, and Academic Affairs
• Implement unit wide projects/initiatives including recommending action steps, leading communication plans, contributing to goals and objectives, and assessing effectiveness
• Support faculty teaching and research activities by coordinating logistics, scheduling, and administrative requirements
• Direct and coordinate facility usage including space allocation, 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 administrative support for hiring, faculty appointments, reappointments, promotions, tenure processes, 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
• 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
• Establish, document, and continuously improve administrative processes, workflows, and internal controls

Level:

– Senior Manager

Base Description:

– Manages direct reports where primary duty is the management of a working unit.

Level Summary:

– Demonstrates advanced skills in critical functions related to unit's success. Demonstrates advanced knowledge of emerging technologies and processes. Monitors completed work of others to ensure effectiveness and adherence to requirements. Sets clear expectations and holds team accountable. Establishes a shared team/unit vision. Demonstrates ability to evaluate and enhance team/unit practices that promote a strong commitment to inclusionary practices. Coaches others using appropriate strategies. Demonstrates diplomacy. Demonstrates ability to serve as liaison between senior-level management and staff. Resolves complex, controversial, or unprecedented issues and problems.

Supervisory Responsibilities:

– Oversees large team or teams of individual contributors and/or supervisors/managers
– Leads a department or functional area

Fiscal Responsibilities:

– Monitors and tracks large budgets
– Plans, forecasts, and/or develops budgets
– May approve budgets for specific area
– Typically has final signature authority for specific area

Problem Solving:

– Encounters highly varied and complex problems that impacts the team and possibly the unit
– Develops creative and/or novel approaches to resolve problems that are difficult in nature
– Independently resolves complex and/or unprecedented issues and problems

Independence of Action:

– Work results are not clearly defined
– Generally sets own goals and determines how to accomplish results with few or no guidelines to follow
– Monitors completed work of others to ensure soundness of approach, effectiveness of meeting requirements, the feasibility of recommendations and adherences to requirements
– Delegates more 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
– Fosters collaboration between units and engages others' coordinated efforts to reach desired outcomes with broad scope

• Comp Grade – 9
• Minimum – $56,200.00
• MidPoint – $68,800.00
• Maximum – $81,500.00

• Adaptability
• Contract management
• Data Collection
• Document processing
• Emotional Intelligence
• Event management
• Microsoft Office
• Project Management
• Technical acumen
• Technical proficiency