Job Listings

Administrative Support Coordinator 4

Company:
Penn State
Job Location:
University Park, Pennsylvania
Category:
Administrative Assistants

Job Number: REQ_0000014265



CURRENT EMPLOYEES OR STUDENTS:

If you are a current employee (faculty, staff, technical service, or student) at Penn State, please login to Workday to complete the internal application process. If you are a current student at Penn State and seeking employment with Penn State, please login to Workday to complete the student application process.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Educational Psychology, Counseling, and Special Education within the College of Education at the Pennsylvania State University is seeking an Administrative Support Coordinator tomanage and delegate assigned tasks,participate in the development ofthe unit's strategic plan, managemultiplebudgets, approve financial transactions,and monitor the production of reportsandproposals. Serve as facilities coordinator for department and assistant to the Department Head.

The successful candidate will be responsible for the following:

  • Manage, direct, and oversee department/unit functions and activities

  • Perform complex and confidential administrative duties and responsibilities, as authorized in absence of administrator

  • Resolve inquiries and ensure compliance with policies and procedures; recommend changes to policies and procedures

  • Develop andimplement new policies and procedures

  • Oversee departmental hiring and training for staff; interview, hire, train, supervise, and evaluate assigned support staff

  • Serve as facilities coordinator; plan, prioritize, coordinate, and identify funding for renovations; solve problems and approve completed work; ensure compliance with University safety policies and procedures; act as emergency contact for the unit

  • Develop and maintain direct working relationships with senior University officials, trustees, donors, alumni, and external clientele

  • Coordinate communications with University information systems personnel to resolve issues or discuss technology needs

  • Participate in the development and implementation of thestrategic plan for department/workunit;monitor progress as appropriate

  • Oversee administration of promotion and tenure process to ensure documents are accurate and complete and deadlines are met

  • Prepare, control, and manage budget; maintain accountability for budget expenditures; approve financial transactions

  • Manage assigned projects; develop work plans; oversee project phases to ensure effective and efficient workflow

  • Plan, publicize, and coordinate special events and public relations activities;provide assistance, evaluate effectiveness of activities; collaborate with other units and staff to implement events

  • Coordinate arrangements for and provide support to the Department Head

  • Analyze and summarize research data for budgets, reports, proposals, graphs, and charts for internal/ external distribution

  • Develop, compile, and analyze data for a variety of reports, grants, contracts, and programs, and monitor their production

Knowledge of budgets, accounting, database management, and prior supervisory experience expected. Excellent communication skills, attention to detail and accuracy, excellent interpersonal skills, and a strong commitment to teamwork required. Typically requires an Associate's degree or higher plus four years of related experience, or an equivalent combination of education and experience. A high commitment to customer service and communication skills as well as the ability to manage multiple priorities with minimal direction is expected.

Extensive knowledge of University policies, procedures, and systems, including (but not limited to) SIMBA (System for Integrated Management, Budgeting, and Accounting), SAP Concur (employee reimbursement system), eSteward (Gifts and endowment), eDDS, LionPATH (student information system) and WorkLion (HR Portal) is preferred. This position requires an extensive knowledge of budgeting, human resources, and office management, and a working understanding of contract and grant administration.

Penn State and the College of Education are committed to and accountable for advancing diversity, equity, and inclusion in all its forms. We embrace individual uniqueness, foster a culture of inclusive excellence 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 inclusive excellence as a core strength and an essential element of our public service mission.

Applicants for this position should provide evidence, either woven through their application materials or as a separate diversity statement, of a commitment to fostering diversity, equity, inclusive excellence in their work and with those with whom they interact through their work.

Applications need to include a cover letter, resume, and the names and contact information for at least 3 professional references.

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