Administrative Support Manager, Department of Psychology

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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 Psychology within the College of the Liberal Arts invites applications for an Administrative Support Manager to contribute to, manage, and oversee administrative support activities and operations of the Department. This role is central to supporting faculty, staff, students, and departmental sub units, including Centers and the Psychological Clinic.

The Administrative Support Manager works closely with and assists the Department Head and Directors of Centers and the Psychological Clinic, or their designate, in the administration of each unit through strategic planning, the development and management of budgets, human resource and financial processes, facilities and office management, and other complex and confidential administrative duties and responsibilities.

Effective communication and collaboration are vital in this role as the Administrative Support Manager will act as the liaison with various College and University offices, including Human Resources, Facilities, Research and Graduate Studies, Finance, Procurement, and IT.

The Administrative Support Manager will work both independently and as a member of the administrative team, utilizing organizational skills and a high level of professionalism and discretion, to complete this position's responsibilities, which include but are not limited to:

Administrative Team Supervisor

• Direct, supervise, and evaluate the work of a staff group that provides academic and administrative support to the Department.

• Establish, implement, and maintain workplace norms and office management procedures that promote excellent customer service.

• Oversee the academic services staff group responsible for supporting undergraduate and graduate programs' faculty and students.

• Oversee the administrative staff responsible for financial documents processing and supporting department events; collaborate with staff on post-grants management tasks.

Financial Management

• Manage Department finances, working closely with the Department Head in the forecasting and oversight of operating budgets, graduate program budgets, and all other financial allocations.

• Maintain accountability for all expenditures, approve and track financial transactions, provide budget reports, and assist with end-of-year budget documentation.

• Oversee post-grants management to faculty with external research funding to ensure compliance with funding agency requirements and University research policies, monitor expenses, and provide reporting, in coordination with the College's research office.

• Serve as a resource on student awarding and stewardship of donor funds.

Human Resources Processes

• Collaborate with the Assistant to the Department Head on faculty search and international faculty visa processes.

• Assist with and collaborate with Human Resources on employee searches and hiring processes, reappointments, terminations, staff performance and promotions; prepare offer letters and other correspondence; process and approve human resource documents.

Facilities and Operations Management

• Serve as lead facilities contact to monitor unit(s) maintenance and repair issues, delegate the submission of work orders, salvage requests, and the procurement of office furnishings.

• Act as the liaison with the College's Administrative Services area on facilities and renovation needs.

After training, the Administrative Support Manager will work with various software including Microsoft Office 365, Workday, and SAP Concur, as well as the following which are specific to Penn State:

• WorkLion (collection of general HR information and resources, along with an inquiry system)

• iStart (immigration management system)

• SIMBA (System for Integrated Management, Budgeting, and Accounting)

• eSteward (endowment stewardship system)

Qualifications:

• Excellent leadership, communication, time management, and people management skills

• Detailed-oriented and driven to provide excellent customer service

• Demonstrated ability to be proactive and take initiative

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Application Instructions: For full consideration, applicants must include a cover letter and resume with their application.

Additional Information:

The College of the Liberal Arts 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 arrangements should be directed to the hiring manager during the interview process.

Please note that this is not a fully remote position. In accordance with College guidelines, this position requires a minimum of three days per week of on-site work at the designated work location.

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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