Pennsylvania State University
Administrative Support Manager, Learning and Performance Systems Department
Edtech.com's Summary
The Pennsylvania State University is hiring an Administrative Support Manager for the Learning and Performance Systems Department within the College of Education. This role manages daily operations including staff supervision, financial management, faculty hiring and onboarding, faculty affairs processes, and executive support to the Department Head while fostering a welcoming and organized department environment.
Highlights
- Lead and supervise administrative and support staff, including hiring, onboarding, and performance management.
- Oversee departmental operations such as office processes, facilities, space coordination, and workflow improvements.
- Manage departmental budgets with expense tracking, approvals, and fund allocation for faculty and students.
- Coordinate purchasing of supplies, technology, and event materials.
- Administer faculty and academic HR processes including hiring, onboarding, appointments, and payroll.
- Coordinate faculty affairs including promotion and tenure reviews, sabbatical applications, and award submissions.
- Provide executive-level support to the Department Head including calendar and meeting management, and communication coordination.
- Coordinate departmental events, faculty recruitment visits, and travel logistics.
- Required skills include proficiency in Microsoft Office Suite, Outlook calendaring, financial tracking and budgeting using digital tools such as Excel or Google Sheets, and ability to handle confidential information.
- Preferred experience includes prior work in higher education, familiarity with systems like Workday and SIMBA, and managing operations in a complex organization.
- Minimum qualifications include a Bachelor's degree and 8+ years of relevant experience with at least 3 years in a supervisory role.
- Salary range is $51,000 to $74,000 with a comprehensive benefits package including medical, dental, vision, retirement plans, paid time off, and a 75% tuition discount for employees and eligible family members.
Administrative Support Manager, Learning and Performance Systems Department Full Description
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.
POSITION SPECIFICS
The Learning and Performance Systems Department in Penn State's College of Education is seeking a collaborative, detail-oriented Administrative Support Manager to serve as a central member of our team.
This role works in close partnership with the Department Head and faculty to support the day-to-day operations of a dynamic academic unit grounded in teaching, research, and service.
We are a collegial and supportive group that values professionalism, clear communication, and a positive team culture.
The Administrative Support Manager plays a key leadership role in sustaining that environment by overseeing core administrative operations, supporting faculty processes, and ensuring that faculty, staff, students, and visitors experience a well-organized and welcoming department.
Responsibilities include but are not limited to:
Department Operations and Team Leadership
- Provide day-to-day leadership, supervision, and professional development for administrative and support staff, including hiring, onboarding, performance management, and workflow coordination
- Oversee departmental operations, including office processes, facilities and space coordination, and continuous improvement of administrative workflows
Financial and Resource Management
- Manage departmental budget activities, including expense tracking, approvals, reporting, and allocation of funds for faculty, students, and departmental initiatives
- Coordinate purchasing of supplies, technology, and event materials
Faculty and Academic HR Administration
- Manage administrative processes related to faculty, postdoctoral, adjunct, and graduate assistant hiring, including search coordination, interview logistics, and offer preparation
- Oversee onboarding, appointment processing, and payroll transactions
Faculty Affairs and Reporting
- Coordinate faculty affairs processes, including promotion and tenure reviews, sabbatical applications, and faculty award submissions
- Maintain faculty records and manage workload reporting and evaluation processes (e.g., career conferences, five-year reviews), ensuring accuracy and timely submission to the college
Executive Support and Departmental Coordination
- Provide executive-level administrative support to the Department Head, including complex calendar management, meeting coordination, and preparation of agendas and materials
- Serve as a central point of coordination for departmental communications across faculty, staff, and college leadership
The Administrative Support Manager will also coordinate departmental events, faculty recruitment visits, and travel logistics.
Qualifications:
Required Qualifications:
- Outstanding organizational and project management skills, with the ability to manage multiple priorities and deadlines
- Effective written and verbal communication skills
- Experience with financial tracking, budgeting, or resource management in a digital format (e.g., Microsoft Excel, Google Sheets)
- High level of discretion and ability to manage confidential information
- Proficiency with standard office and enterprise systems (e.g., Microsoft Office Suite, Outlook calendaring, or similar shared document platforms)
Preferred Qualifications (one or more):
- Experience in a higher education or academic department setting
- Demonstrated experience managing administrative operations in a complex organization
- Experience supporting or coordinating complex projects, events, or multi-stakeholder processes
- Familiarity with Workday, SIMBA (Penn State's System for Integrated Management, Budgeting and Accounting), or similar HR/finance systems
- Demonstrated ability to foster a collegial team environment
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONSBachelor's Degree8+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of education and experience
acceptedRequired Certifications:None
Important Application Instructions:
Applicants must submit a resume and a cover letter that highlights the following:
- Interest in this position
- Relevant experience
- Attention to detail skills
- Organizational approach
Additional Information:
This position will report to the Department Head of the Learning and Performance Systems Department, Dr. Heather Toomey Zimmerman.
The College of Education 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
Employment with the University will require successful completion of background check(s) in accordance with University policies.
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 $51,000.00 - $74,000.00.
The salary range for this position, including all possible grades, is $51,000.00 - $74,000.00.
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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