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. Effective communication, as well as outstanding interpersonal and attention to detail skills are vital to this position since the Administrative Support Manager will serve as the primary point of contact for graduate students and faculty. 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, travel arrangements, and award coordination. Manage and coordinate calendars for the graduate program and Associate Dean, including scheduling meetings, prioritizing commitments, and aligning activities with program deadlines. 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. Qualifications: Demonstrated experience developing, monitoring, and reconciling departmental or program budgets Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (or similar office tools) to produce high-quality correspondence, reports, presentations, and data analysis, and to manage communications and scheduling effectively 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: Effective written, verbal, and professional communication skills Excellent organizational skills and a proven record of reliable, timely task completion Outstanding attention to detail and accuracy, with proven ability to multitask, prioritize work, and consistently produce error-free deliverables 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 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: 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. 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 other 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) 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 $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. 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