Administrative Support Manager
3 weeks ago
Job Summary:
The College of Earth and Mineral Sciences at Penn State invites applications for the position of Administrative Support Manager in the John and Willie Leone Family Department of Energy and Mineral Engineering (EME). Reporting directly to the Department Head, and working collaboratively with an Administrative Support Manager, Senior Manager, the Administrative Support Manager will provide critical administrative oversight and management of department operations, including research proposal administration, budget management, event coordination, and staff supervision.
Key Responsibilities:
- Provide administrative support to department personnel and faculty throughout the proposal process.
- Monitor research budgets, process financial transactions, track expenditures, and assist with budget preparation, projections, and revisions.
- Collaborate with the EMS Research Office to ensure compliance with University policies and procedures, while maintaining research awards and budgets.
- Create and maintain financial reports using SIMBA and ensure all expenditures align with proposal guidelines and University policies.
- Manage financial aspects of research activities, including reimbursements, payroll, purchase requests, and budget tracking.
- Reserve meeting spaces, develop event schedules, and coordinate logistics, including audio-visual setup, signage, and printing.
- Serve as the primary point of contact with vendors and manage event-related tasks.
- Support events initiated by the EME Associate Head for Diversity, Equity, and Inclusion, and provide event guidance to student groups as needed.
- Oversee speaker logistics, including travel arrangements, venue scheduling, and correspondence.
- Plan and manage student engagement events, departmental receptions, banquets, research showcases, and speaker panels, in collaboration with the EME Marketing and Communications Coordinator.
- Work closely with the Department Head to develop, forecast, and manage departmental budgets.
- Monitor and maintain budgets for general funds, research grants, contracts, and endowments.
- Process financial transactions, track expenditures, and assist with budget revisions and proposals.
- Purchase and recommend equipment to support departmental operations.
- Oversee and manage a team of support staff.
- Set workload priorities, conduct performance reviews, and provide ongoing support and feedback.
Requirements:
Requires an Associate Degree in a relevant field and eight or more years of relevant experience, including three or more years of supervisory experience or an equivalent combination of education and experience.
Strong organizational, communication, and leadership skills, with a proven ability to manage multiple priorities.
Diversity, Equity, and Inclusion Statement:
The Pennsylvania State University's College of Earth and Mineral Sciences is committed to fostering a diverse, inclusive, and culturally competent workforce. Applicants should provide evidence of a commitment to promoting diversity, equity, and inclusion through their application materials or a separate diversity statement.
We value fairness, mutual respect, and a commitment to building an environment where all individuals feel a sense of belonging.
Application Instructions:
To be fully considered for this position, applicants must submit both a cover letter and a resume through our online application.
Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to generous vacation time (24 days per year; accrued monthly), and paid holidays (14 per calendar year).
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