Administrative Support Manager, School of Global Languages, Literatures, and Cultures

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• 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.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The School of Global Languages, Literatures, and Cultures (SGLLC) 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 combined unit.

The SGLLC is comprised of five academic departments (Department of Asian Studies; Department of Comparative Literature; Department of French and Francophone Studies; Department of Germanic and Slavic Languages and Literatures; Department of Spanish, Italian, and Portuguese) with additional centers, programs and institutes.The SGLLC has a director, to whom this position reports; each department, program, or center/institute has its own head or director.

The Administrative Support Manager oversees the daily administrative functions for all units within the SGLLC, works closely with and assists the Department Heads or their designate in the administration of each Department through strategic planning, development, and management of departmental budgets, and the performance of other complex and confidential administrative duties and responsibilities.

The Administrative Support Manager will work both independently and collaboratively, utilizing organization and time management skills, to complete this position's responsibilities, which include but are not limited to:

• Managing daily administrative operations: oversee the daily administrative functions for all units within the SGLLC. Develop and maintain administrative management procedures, ensuring compliance with university and college policies and procedures.

• Directing, supervising, and evaluating the work of the support staff; serving as the human resource contact on staff issues, overseeing hiring and training for staff positions.

• Managing departmental and program finances and budgets: maintaining accountability for all budget expenditures; overseeing general, miscellaneous, and endowment funding; approving financial transactions; and working closely with the Department Heads in forecasting and developing budgets.

• Managing external grants and awards (post-award): working closely with faculty members to manage research grant budgets to ensure compliance with sponsoring agency requirements and University research policies; assisting in the preparation of grant proposal budgets in coordination with the College's research office; providing overall post-award budget management.

• Managing key facilities projects: plan, prioritize, and coordinate office moves and other facilities issues, including audio/visual technology support, serving as the liaison with the College's Administrative Services area on facilities and renovation needs.

• Acting as liaison with various College and University offices, including Human Resources, Research and Graduate Studies, Filippelli Institute for e-Education and Outreach, Strategic Communications, and the College's Alumni Relations and Development.

• Overseeing administrative support staff work involving departmental/program support, financial activities, and faculty affairs, such as faculty search and hiring processes, visa sponsorship, events, purchasing and reimbursement activities, and scholarship awarding.

• Overseeing academic program support staff work related to academic processes and educational programs, such as graduate program support, course scheduling, and undergraduate student services.

• Establishing workplace norms that promote excellent customer service.

After training, the Administrative Support Manager will work with various software and applications, including Microsoft 365 and Workday, as well as those specific to Penn State:

• WorkLion (employee portal for HR resources)

• iStart (immigration management system)

• Employee Reimbursement System (ERS)

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

Benefits include (visit https://hr.psu.edu/benefits for more detailed information):

• Medical, dental, vision, and retirement plans

• 75% tuition discounts (including for a spouse and dependent children up to the age of 26)

• Generous vacation and sick time

• 15 paid holidays/campus closure days

Education and Experience: This position will be filled at the level of Manager or Senior Manager, depending on the final applicant's experience and education. The Manager level requires a minimum of an Associate Degree and eight years of relevant experience, including three years of supervisory experience, or an equivalent combination of education and experience. Additional education and/or experience are required for higher-level positions.

Additional desired qualifications include:

• Excellent leadership, communication, and people management skills

• Demonstrates a genuine appreciation for working with diverse audiences

• Detailed-oriented

• Demonstrated ability to be proactive and take initiative

In addition, successful candidates must either have demonstrated a commitment to building an inclusive, equitable, and diverse campus community, or describe one or more ways they would envision doing so, given the opportunity.

Penn State is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

Additional Information: For full consideration, applicants must include a cover letter and resume with their application. Review of applications will commence immediately and continue until the position is filled.

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 should be directed to the hiring manager during the interview process.

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: