Administrative Support Manager

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• 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. 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.

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The Department of Biobehavioral Health in the College of Health and Human Development at Penn State is seeking an experienced and highly organized Administrative Support Manager. Reporting to the Department Head, this position provides strategic and operational oversight of the department's administrative functions and supervises a team of other full-time staff.

The successful candidate will manage office operations, oversee confidential budgets and personnel documentation, coordinate faculty recruitment activities, and support departmental research and academic programs. This role requires excellent leadership, professionalism, discretion, and the ability to anticipate needs and thrive in a fast-paced environment.

Responsibilities:

• Serve as the assistant to the Department Head, providing high-level administrative and operational support.

• Hire, supervise, train, and evaluate administrative support staff.

• Oversee day-to-day operations and ensure efficient workflow.

• Manage confidential personnel and budgetary documentation.

• Administer departmental budgets, including restricted and general funds; prepare and submit the annual operating budget to the Dean and Financial Officer.

• Approve financial documents, recommend funding strategies, and provide oversight for post-award grant management.

• Liaise with College HR on faculty recruitment and hiring processes.

• Support internal programs, including grants, fellowships, and endowments.

• Collect and analyze data for reporting and planning purposes.

• Ensure compliance with University policies and procedures.

• Act as proxy for the department head on budgetary and personnel documentation.

Skills and Competencies

• Excellent organizational, communication, and problem-solving skills.

• Ability to handle sensitive and confidential information.

• High attention to detail and accuracy.

• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint) and Adobe.

• Ability to prioritize and manage multiple responsibilities independently.

• A commitment to fostering a positive work environment and supporting other department staff in their professional development through strong leadership.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Work Modality

This position is primarily based on-site at Penn State's University Park campus in State College, PA, with the option for one remote workday per week.

Application Instructions

For full consideration, applicants must upload a cover letter and resume with their application.

Preferred Education and Experience

• Bachelor's degree.
• Experience with financial, student, human resources, survey, and booking systems, such as SIMBA, LionPath, Workday, SAP Concur, Qualtrics, and 25Live is highly desired.
• Familiarity with university budgeting, HR, and grant administration processes.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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.

EEO IS THE LAW

Penn State is an equal opportunity 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.

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