Administrative Support Coordinator 4

Penn State University

University Park Campus
Campus City:
University Park, PA
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
04 – H – Exempt
Work Unit:
College of Arts and Architecture
Palmer Museum of Art
Full/Part Time:


The Palmer Museum of Art seeks an individual to serve as the Administrative Support Coordinator to the director and to manage the day-to-day operations and administrative activity of the business office. This position primarily provides key support to the director, including managing the director’s calendar; coordinate meetings including scheduling, securing locations, assimilating materials, and other communications; arrange director’s travel, including transportation, accommodations, and meetings; support director’s roles and responsibilities in professional associations. Assist with director’s special projects, conducting research and presenting results as needed; manage presentations, documentation, and record-keeping; draft written responses and reply when necessary; respond to requests for information. Other responsibilities include compiling data for inclusion in grant reports and strategic planning. Serve as liaison for Advisory Board members, donors, and other stakeholders on the director’s behalf when necessary. Record and archive minutes for all executive level meetings as needed. Serve as Proxy for the director of the Museum and as timekeeper for wage payroll. Establish and help to enforce University policies and procedures and insure compliance; recommend and implement procedural changes. Insure adherence to University policies and procedures. Serve as a primary information source on human resources matters and process hiring requests for staff, graduate assistants, wage and work study staff. Supervise wage and work study employees. This position also includes the responsibilities of the Museums financial operations. Develop, analyze, manage, and monitor all museum budgets, including general, restricted, and unrestricted funds as well as any special project budgets when awarded. Prepare annual operating budget; project income, expenditures, and balances; summarize budget data and advise director and staff. Maintain offsite storage lease agreement, monthly & quarterly invoices and expenditures. Resolve direct monthly billing. Process ROCR’s/RECR’s, quarterly invoices, monthly IDCC credit card fee transfers and resolve monthly expenses on CRFN. Serve as a backup to the Store Museum Manager as a sales associate and timekeeper for wage payroll functions. Create, develop, analyze fiscal year budget calculations of all funds allowable to the Palmer such as permanent and temporary. Work closely with the director to create fiscal year budgeting. Oversee gifts and endowments. Provide stewardship of donors, members, and volunteers in concert with the director, associate director of membership and donor relations. Typically requires an Associate's degree or higher plus four years of related experience, or an equivalent combination of education and experience. Knowledge of art and art history is preferred. This position requires extensive knowledge of University policies, procedures, and systems including (but not limited to) IBIS, ERS, eSteward, EDDS, and WorkLion, as well as an extensive knowledge of budget, human resources, and office management, and a working understanding of contract and grant administration. Proficiency is also required in standard computer applications and programs, e.g., Microsoft Office Suite (Word, Excel, PowerPoint, etc.), Adobe Creative Cloud, email, and file management (currently FileMaker Pro).

These salary bands have been established to provide salary guidelines for staff positions.

Salary Band Minimum Midpoint Maximum
A $16,584 $24,456 $32,328
B $18,240 $26,904 $35,556
C $19,728 $29,592 $39,456
D $21,708 $32,568 $43,416
E $24,312 $36,468 $48,612
F $27,228 $40,848 $54,456
G $30,012 $45,744 $61,500
H $34,188 $52,140 $70,080
I $38,988 $59,424 $79,908
J $43,716 $67,740 $91,812
K $50,712 $78,600 $106,488
L $58,836 $91,176 $123,528
M $68,232 $105,756 $143,292
N $80,508 $124,788 $169,068
O $93,492 $147,252 $201,024
P $110,340 $173,760 $237,192
Q $126,396 $199,056 $271,728
R $151,668 $238,872 $326,088