Administrative Support Coordinator 2 or 3

The Penn State Great Valley Graduate Professional Programs (GPP) office located in Malvern, PA is seeking an Administrative Support Coordinator 2 or 3 to oversee the administrative activities of the Graduate Professional Development (GPP) and Continuing Professional Education (CPE) offices. This position provides direction and makes decisions that impact the workflow, processes, and practices of others with guidance from the Director of Marketing and Recruitment and Director of Professional Programs. This position coordinates enrollment data reporting with the campus Business Analyst, supports the recruitment activity of the GPP Academic Program Managers; develops workflows and maintains internal processes for CPE, works directly with instructors, current, and prospective students; prepares financial and operational reports; assists with preparation of short- and long-range budget plans; reviews and approves financial transactions within established guidelines; and compiles and analyzes financial data for reports for the Director of Marketing and Recruitment.

Duties related to this position will include but are not limited to:

• Oversee the administrative activities of the Graduate Professional Development (GPP) and Continuing Professional Education offices (CPE)
• Oversee completion of all on-boarding steps of part-time instructors
• Develop workflows and maintain internal processes for CPE instructor approvals, payroll and hire forms
• Create, send and track MPS (Memorandum of Personal Service) for full-time overload and part-time appointments
• Monitor entries made into Workday to ensure the appointment dates, accounts and payment amounts are correct
• Work with Human Resources, Business Office and Payroll Office to correct errors when needed
• Maintain database tracking appointments and amounts paid each month
• Provide/request instructor salary information used for approval of extra services compensation
• Provide information, counsel, and advise CPE instructors and students regarding contracts, payroll, compliance, grades, and issuing program certificates
• Oversee CPE class scheduling, opening/closing classes, and onboarding new students
• Maintain courses in the Course Management System, prepare grade entry and certificate production
• Coordinate the processing of financial and human resources forms and payroll for CPE instructors
• Coordinate office equipment purchases and material for the GPP and CPE offices
• Coordinate and/or manage a wide variety of special projects such as assisting CPE director with the launch of new programs, program content development, course descriptions, etc.
• Prepare financial and operational reports for the Director of Marketing and Recruitment; assist with preparation of short- and long-range budget plans; review and approve financial transactions within established guidelines
• Coordinate enrollment data reporting with the campus Business Analyst and Director of Marketing and Recruitment for both Graduate and CPE programs
• Provide back-up support for GPP office and staff

Required qualifications for a successful candidate include:

• Excellent communication skills, both verbal and written
• Ability to efficiently organize and prioritize multiple projects and tasks to meet tight deadlines
• Strong interpersonal, customer service, and problem-solving skills
• Ability to work independently and collaboratively
• Strong attention to detail
• Demonstrated ability to work with faculty, staff, and students
• Ability to maintain confidentiality
• Proficient knowledge of financial systems to maintain budgets, initiate purchase orders, and pay expenses
• Proficiency with Office 365, including Word, Outlook, Excel, and PowerPoint

This job will be filled as a level 2, or level 3, depending upon the successful candidate's competencies, education, and experience. Typically requires a high school diploma or higher plus two or more years of related experience, or an equivalent combination of education and experience for a level 2. Additional experience and/or education and competencies are required for higher level jobs.

Must be able to work with minimal supervision. Candidates for consideration must submit a cover letter and a resume. Review of applicant materials will begin immediately and continue until the position is filled. Employment with the University will require the successful completion of background check(s) in accordance with University policies.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.


Apply online at https://psu.wd1.myworkdayjobs.com/PSU_Staff/job/Penn-State-Great-Valley/Administrative-Support-Coordinator-2-or-3_REQ_0000010940-1

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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