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 Administrative Operations Manager supports the operations of the Transportation Services office staff at Eisenhower Deck under the direction of the Director of Transportation. The position will support the programs and initiatives originating from Penn State University Transportation Services Office by setting priorities, coordinating, planning, and prioritizing the administrative workflow of the Transportation Services team. This role supervises complex administrative office tasks, including rate configuration, business reviews, financial reconciliation, software applications, permit configuration, event setup, payroll, specialty permits, and other Transportation Services workflows. The position will also support project management by implementing and managing workflows and tasks that are repeatable for the department on a daily, weekly, monthly, or annual basis.
The position places an emphasis on gaining a basic to intermediate understanding of various software programs specific to the Transportation Services office including T2Flex, ASANA, T2Flexport, HONK, ParkWhiz, and the rules and regulations of Transportation Services. The position will also work in conjunction with IT concerning the implementation of processes to create efficiencies across various business units within Transportation Services. The position may use various tools to develop these efficiencies including database management, forms, internal IT applications, and other various programs and tools.
Primary Duties
Workforce Management & Supervision
- Perform in a lead support capacity; establish and assign priorities; ensure schedules are maintained and deadlines are met; develop processes and procedures for department
- Receive, process and maintain confidential and/or sensitive information and materials:
- Arrange meetings; record, transcribe, and distribute meeting minutes
- Proofread and coordinate creation of various forms; prepare layout and type new/revised forms and reports
- Support the completion of tasks in an appropriate timeline by delegating or completing the work of subordinates when necessary.
- Develop and manage staff schedules to maintain appropriate coverage for front counter and virtual service operations
- Monitor employee performance, provide coaching and feedback, and address day-to-day personnel matters
- Support recruitment, onboarding, and training of new staff
- Direct and support the administrative tasks of the CSR team to ensure that Transportation Services customers and stakeholders are supported to the appropriate level of customer service satisfaction
Business Operations & Workflow Administration
- Coordinate and administer daily, weekly, monthly, and annual workflows supporting Transportation Services operations
- Supervise and execute complex administrative processes, including rate configuration, permit configuration, and specialty permit management
- Oversee and support business functions such as financial reconciliation, payroll processing, and business review preparation
- Coordinate event setup and operational support for Transportation Services programs and campus initiatives
- Manage and prioritize workload distribution across the CSR team to ensure timely and accurate completion of tasks
- Utilize and maintain working knowledge of Transportation Services systems, including T2Flex, T2FlexPort, HONK, ParkWhiz, and ASANA, to support operational execution
- Ensure compliance with Transportation Services policies, procedures, and regulations in all workflows and transactions
- Monitor workflow performance, identify inefficiencies, and escalate recommendations for improvement to the Director of Transportation Services
- Maintain and update standard operating procedures and documentation for recurring administrative processes
Process Implementation & Project Support
- Support the implementation of new processes, systems, and workflow improvements driven by departmental projects
- Execute assigned project tasks, including system updates, testing, and process rollouts
- Partner with project managers, Transportation Services Managers, and IT to implement tools and solutions that improve operational efficiency
- Assist in documenting new procedures and training staff on updated processes
Provide feedback on process effectiveness and identify opportunities for continuous improvement
-
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
Associate Degree
4+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.
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 $59,580.00 - $86,400.00.
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.
Penn State Policies
Copyright Information
Hotlines
