Administrative Coordinator and Office Manager

Penn State Schuylkill
Job Description
Administrative Coordinator and Office Manager

Penn State Schuylkill is seeking an Administrative Coordinator and Office Manager. Reporting directly to the Chancellor, the Administrative Coordinator and Office Manager provides comprehensive executive-level administrative support to the Chancellor, manages the Office of the Chancellor, and, while not being their direct supervisor, coordinates the administrative support assistants across campus.

The Administrative Coordinator support provided for the Chancellor includes confidential information and material requiring independent thinking, good judgement, and discretion. Specific tasks include, but are not limited to, the following:

• Manage the Chancellor's schedule

• Make travel arrangements

• Manage the budget for the Office of the Chancellor, to include planning, execution, and reconciliation

• Compose routine correspondence

• Prepare materials for meetings and record minutes

• Conduct research, analyze data and prepare summaries and reports

• Provide project and event planning and management

• Provide administrative support to various campus boards and committees

• Act as a liaison with internal and external constituents

The Office Manager responsibilities include ensuring the administrative assistants across campus are properly equipped, trained, and tasked. Specific tasks include, but are not limited to, the following:

• Create and implement office management procedures campus-wide

• Oversee hiring and training of administrative support staff

• Delegate work as necessary, provide guidance, and ensure deadlines are met

• Ensure that work is performed to a high level of quality

The Administrative Coordinator and Office Manager is often the face of the campus, providing reception to internal and external visitors in the Chancellor's office, on the phone, and through correspondence. This requires an individual who will represent the campus professionally, can exercise discretion, and is comfortable interacting with high-level internal and external stakeholders, including board members, business leaders, donors, members of the media, and government and elected officials.

The successful candidate will thrive in a fast-paced environment, is proactive and takes initiative, is adaptable and responsive, undertakes projects with little direction, thinks analytically, is goal oriented, is a successful mentor, and enjoys conducting research and analysis of data and other kinds of information. The candidate is self-directed, easily handles complexity, is organized, possesses excellent verbal and written communication skills, is fluent with office technology and computer programs, has a customer service focus and will respond with flexibility to a wide variety of multiple and shifting priorities, and is comfortable interacting with high-level internal and external stakeholders.

This position typically requires an associate's degree or higher plus four years of related experience, or an equivalent combination of education and experience. A bachelor's degree is preferred. This job requires some nights and weekends. While not required, the ability to speak Spanish is highly desired and fluent speakers should indicate so on their resumes or application letters. This position requires the successful completion of standard background check(s) in accordance with University policy.

Penn State offers a generous benefits package that includes health insurance, dental and vision plans, retirement plans, a 75% tuition discount for full-time employees, their spouse, and children to attend any Penn State campus, and paid vacation and sick days. Information about benefits is available here: https://hr.psu.edu/benefits and a quick overview is available here: https://hr.psu.edu/sites/hr/files/FacultyStaffOverviewBenefits2021.pdf

Penn State Schuylkill, located in East-Central Pennsylvania, is a four-year campus of the Pennsylvania State University with a mission to provide affordable high-quality education, research that improves lives, and community engagement. With just over 600 students, the campus offers the advantages of a small college; students build strong relationships with faculty and staff and are involved in clubs, research, community service, and intercollegiate athletics. Students can complete one of 13 four-or two-year degrees at the campus or the first two years of 160 Penn State degrees. Penn State Schuylkill is located in scenic Schuylkill County with a low cost of living, abundant outdoor recreational opportunities, and easy access to Philadelphia, New York City, and Washington, D.C. Closer medium and smaller cities include Hazleton, Lebanon, and Reading—each 30 miles away, with Allentown and Harrisburg being 40 and 50 miles from campus respectively. For additional information about Penn State Schuylkill, please visit our website at https://schuylkill.psu.edu/.

Application materials include a letter of application specifically addressing the responsibilities of the position—which can be one-to-two pages—and a resume. Finalists will be asked to submit a list of 5 professional references.

Apply online at https://apptrkr.com/2205177

CAMPUS SECURITY CRIME STATISTICS: For more about safety at Penn State, and to review the Annual Security Report which contains information about crime statistics and other safety and security matters, please go to http://www.police.psu.edu/clery/, which will also provide you with detail on how to request a hard copy of the Annual Security Report.

Penn State is an equal opportunity, affirmative action 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.
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