Administrative Support Manager - School of Global Languages, Literatures, And Cultures

APPLICATION INSTRUCTIONS:

• 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.

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

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POSITION SPECIFICS​

The School of Global Languages, Literatures, and Cultures (SGLLC) within the College of the Liberal Arts invites applications for an Administrative Support Manager to lead administrative operations and serve as a key partner to School leadership in advancing the unit's strategic and operational priorities.

Comprised of five academic departments as well as multiple centers, programs, and institutes, SGLLC advances interdisciplinary teaching, research, and engagement across languages, cultures, and global studies.

Reporting to the School Director, the Administrative Support Manager serves as a trusted partner to academic and administrative leadership, providing oversight of unit operations, personnel administration, financial management, strategic planning, and policy implementation.

Through collaboration with Department Heads, faculty, staff, and University partners, the Administrative Support Manager helps establish the operational framework that supports the School's academic programs, research activities, and long-term priorities.

Responsibilities include but are not limited to:

• Managing daily administrative operations: overseeing the daily administrative functions for all units within the SGLLC. Developing and maintaining 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: planning, prioritizing, and coordinating 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.

The Administrative Support Manager will work both independently and collaboratively, utilizing organization and time management skills to complete the responsibilities of this position.

Qualifications:

• Excellent leadership and people management skills
• Outstanding interpersonal skills; inclusive and respectful when working with and supporting others
• Effective verbal and written communication skills
• Outstanding attention to detail and accuracy
• Demonstrated ability to be proactive and take initiative

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Administrative Support Manager - Senior Manager, this position requires:
Bachelor's Degree
10+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

If filled as Administrative Support Manager - Manager, this position requires:
Bachelor's Degree
8+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

Important Application Instructions:

Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.

Additional Information:

The SGLLC brings together five academic departments (Asian Studies; Comparative Literature; French and Francophone Studies; Germanic and Slavic Languages and Literatures; and Spanish, Italian, and Portuguese), as well as several centers, programs, and institutes.

The School is led by a Director; each department, program, center, and institute is led by its own head or director.

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.

Important Note: This position requires a minimum of three days per week of on-site work at the designated work location.

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).

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $54,060.00 - $86,400.00.

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.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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