Administrative Support Manager, Nursing Graduate Program

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POSITION SPECIFICS

The Ross and Carol Nese College of Nursing is seeking an Administrative Support Manager to manage and coordinate daily operations, as well as provide high-level administrative and financial support for the Nursing Graduate Program.

The Administrative Support Manager will administer graduate program budgets, develop and implement procedures to streamline program processes, and supervise the team that supports faculty of the graduate program.

Excellent communication and interpersonal skills are vital to this position since the Administrative Support Manager will serve as the primary point of contact for graduate students and faculty.

Other responsibilities include but are not limited to:

• Oversee daily operations of the graduate program, including scheduling, deadline management, and administrative coordination.

• Coordinate logistics for specialized programs and meetings, along with related travel and lodging arrangements.

• Draft speeches, newsletters, handbooks, and conference materials.

• Support the Associate Dean by advising on budgetary matters, calendar management, travel arrangements, and award coordination.

• Prepare financial and operational reports; contribute to short- and long-term budget planning.

• Analyze data for reports and special projects, creating charts when appropriate to summarize data or trends.

• Review financial transactions and prepare funding distributions for fellowships and assistantships.

• Support faculty affairs including promotions, peer reviews, teaching assignments, and hiring processes.

• Facilitate visiting scholar processes and assist with visa requests.

• Oversee the collection and documentation of faculty activity reports.

• Oversee human resource functions including job postings, payroll, time tracking, and employment changes.

• Provide student support through orientation coordination, handbook updates, registration assistance, and ongoing communication.

Supervisory responsibilities of the Administrative Support Manager include leading onboarding and training, conducting performance evaluations, and developing staff goals.

The Administrative Support Manager will utilize collaboration and adaptability skills, along with a process improvement mindset to complete the above responsibilities of this position.

After training, the Administrative Support Manager will also work with various software including Canva, CourseLeaf CIM, Mailchimp, Microsoft SharePoint, and SAP Concur, as well as the following which are specific to Penn State:

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

• LionPATH (Penn State's student information system)

Qualifications:

• Demonstrated experience developing, monitoring, and reconciling departmental or program budgets

• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook for correspondence, spreadsheets, and reports

• Experience maintaining organized, confidential data systems and ensuring data integrity

• Proven ability to manage multiple tasks, deadlines, and stakeholders in a fast-paced environment (preferably in an academic or healthcare environment)

Candidates must also have an outstanding ability to motivate, mentor, and guide administrative staff in achieving program goals.

Additional Required Skills:

• Excellent written, verbal, and professional communication

• Ability to stay organized with a high attention to detail and accuracy

• Driven to take initiative and creatively solve problems

• Ability to exercise discretion and judgment when handling confidential and sensitive documents and matters

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Additional Information:

This position will report to the Associate Dean for Graduate Education.

The Ross and Carol Nese College of Nursing 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.

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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