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Administrative Manager

Employer
Millersville University
Location
Pennsylvania, United States
Salary
Salary Not specified
Date posted
Feb 23, 2024


Administrative Manager
Millersville University


Department: Dean's Office, College of Science and Technology
Nature of Position: Permanent, Full-time

Job Summary/Basic Function
The Deans office in the College of Science and Technology is accepting applications for an Administrative Manager. The Administrative Manager reports directly to the Dean and assists the Dean with the overall direction, administrative planning and function, and operational aspects of the College of Science and Technology to ensure that decisions and actions are timely and in compliance with the policies and procedures of the University.

This person is a dynamic communicator and functions in a highly collaborative fashion to accomplish College goals working directly with the Dean, the Dean's Administrative Assistant, department chairs, program directors, department secretaries, and other offices across the campus. The Administrative Manager manages college resources including budgets, faculty/staff assignments, facilities, and equipment. In addition, the Administrative Manager coordinates and submits ad hoc and systematic reports including academic course schedules, faculty/staff appointment forms, faculty instructional budgets, and coordinates various projects including building and multimedia renovations. This person serves as program coordinator for College-level programs and serves on program committees. Functions as the Dean's representative and liaison with internal/external constituents and serves on committees as needed. Assists the Dean in the development and implementation of policies affecting the College of Science and Technology. Supervises the Administrative Assistant in the Dean's Office.

Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 14 public universities of Pennsylvania's State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students' success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,250 students to find their path. Several of our programs are multidisciplinary in nature, combining science, technology, and art to create a more progressive degree. We have over 950 graduate students enrolled in 21 master's and 3 doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.

Annual Salary: $52,126.00 - $59,571.00, plus comprehensive benefits starting on the first day of employment, including:

  • Health insurance - Low bi-weekly premium, with coverage starting on the first day of employment for employee and all dependents.
  • Dental insurance - Coverage is free to employee and dependents with coverage starting on the first day of employment.
  • Vision insurance - Coverage is free to employee and dependents with coverage starting on the first day of employment.
  • Group life insurance - Equal to annual salary (up to $50,000) at no cost to the employee.
  • Voluntary Group Life and Accident Insurance - Available for purchase at low rates for additional employee coverage as well as coverage for spouse and children.
  • Long Term Disability Insurance - Available for purchase at low rates with either a 90 or 180-day waiting period.
  • Retirement - 2 plans to choose from.
  • Tuition waiver - For employee, spouse, and dependents.
  • Personal leave - Up to 6 days per year.
  • Vacation leave- Up to 10.4 days accrued per year for first year, increases to 15.6 days per year after 1 year.
  • Sick leave - Up to 15.6 days accrued per year, including up to 5 days per year that can be taken to care for a family member.
  • Holiday leave - 12 days per calendar year.



For description of benefits available, see The State System Employee Benefits Summary athttps://www.passhe.edu/inside/HR/syshr/benefit_highlights/SSHE_Highlights.pdf
At Millersville University we are committed to fostering a learning and working environment that promotes the intersectionality of diversity to foster a climate of inclusion. Employing our EPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment. Millersville University is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression. Individuals from traditionally underrepresented populations are encouraged to apply.

Required Qualifications
  • Bachelor’s degree and five years of experience working as an administrative assistant, budget manager, or office manager at an executive level or the equivalent combination of education and experience to successfully perform the duties of the position.
  • Flexibility, willingness, and ability to pursue and adopt new ideas, information and technology, and process and summarize information.
  • Must possess:
    • Strong organizational skills, including managing multiple concurrent and complex projects/priorities.
    • Strong analytical and critical thinking skills.
    • Strong emotional intelligence and active listening skills.


  • Ability to:
    • work with faculty, staff, external customers, and students of diverse cultures, race, ethnicity, and socioeconomic groups.
    • Increase productivity and continuously improve methods, approaches, and department contribution while remaining cost sensitive.
    • Make decisions that are supportive of the mission of the department, division, and the University.
    • Maintain a high degree of confidentiality and professionalism.
    • Proactively approach problems/issues.
    • Make data driven decisions.
    • Lead by example
  • Demonstrated support for diversity, equity, and inclusion.
  • Excellent oral, written, and interpersonal communication skills.
  • Proficiency in standard office technology, including Microsoft Office, Teams, and Zoom.
  • Successful interview.
  • Successful completion of background checks.


Preferred Qualifications
  • Master’s degree.
  • Previous supervisory experience.
  • Experience with budget preparation and personnel and office management.
  • Prior experience supporting an executive or manager in a university.
  • Banner, People Admin and/or SAP experience.


Job Description
Duties and Responsibilities:
  • Assist the Dean in managing the administrative and operational activities of the College.
    • Maintain lines of communication between the Dean’s office and other departments.
    • Help academic departments adhere to policies & procedures.
    • Assist department chairs and department heads with personnel matters.
    • Serve as team leader for administrative and support staff, coordinate training on new systems and professional development opportunities.
    • Supervise the Administrative Assistant for the Dean’s office.
    • Assist with selection and supervision of Graduate Assistants and Student Workers for the office.


  • Coordinate the preparation of academic schedules of courses to be offered by the College.
    • Work with department chairpersons and scheduling coordinators to keep offerings in line with allotted complement and budgets.
    • Track and manage faculty load and complement data for the College.
    • Review schedules for accuracy of room usage and time.
    • Ensure that course offerings are correct, within the College complement, and address the needs of the student population before they are presented to the Dean for approval.
  • Manage appointment process for adjunct faculty.
  • Monitor and verify records and data related to continuing education, distance education, summer and winter courses, thesis, internship, and special studies, etc., to assure appropriate compensation for faculty while staying within budgets and other limits.
  • Track student teacher supervisor workloads and assist with registration assignment and changes.
  • Monitor the budgets of the Dean and the College, including Operating, Equipment, Adjunct/Overload, Special Studies, etc.
    • Coordinate budget requests and draft allocation plans for the Dean.
    • Monitor all budgets within the College, advising Dean of any issues.
    • Monitor and adjust student wage allocations for the College based on department and programmatic need.
  • Serve as Title II Coordinator for the College.
    • Collect and analyze data.
    • Organize and prepare comprehensive statistical reports and narratives for internal and external agencies.
    • Assure necessary reports are submitted to PASSHE, PDE, CAEP, Title II, AACTE, etc. by stated deadlines.
  • Research University administrative and various collective bargaining agreement policies and procedures, and present findings to ensure the Dean has the correct information to make sound and strategic decisions.
    • Assist with developing and implementing new administrative policies.
  • Coordinate administrative staff searches for positions within the College.
    • Review and update job descriptions, assist and serve on search committees.
  • Assist the Dean in planning and executing projects and events.
    • Coordinate special projects for the Dean and the College, serve as liaison and main contact person for outside and in-house suppliers of service.
  • Serve as Building Manager.
    • Oversee access to the building, granting swipe card access, and setting up exterior door schedules.
    • Manage allocation of office spaces to the departments.
    • Oversee building renovation and construction projects, assuring projects for CEHS stay on timeline and will meet the needs of faculty, staff, and students.
    • Coordinate purchases of new office and classroom furniture as needed.
  • Coordinate and participate in meetings as assigned by the Dean.
    • Prepare agendas, reports, and notes as required.
  • All other duties as assigned.


Essential Functions
  • No or very limited physical effort required.
  • No or very limited exposure to physical risks.
  • Work is normally performed in a typical interior/office work environment.
  • Ability to sit for long lengths of time.
  • Basic math skills.
  • Understanding of written and verbal directions.
  • Extensive verbal communication skills (provide information and assistance regularly).
  • Extensive writing skills (prepare and organize complex documents).
  • Must be able to lift/pull/push up to 10 pounds.
  • Dexterity of hands and fingers to operate a computer keyboard and mouse.


To apply, please visit: https://jobs.millersville.edu/postings/11492



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