Transportation Services Operations Manager

Penn State University Talent Acquisition • University Park, PA • 2h ago

APPLICATION INSTRUCTIONS:

CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

If you are NOT a current employee or student, please click "Apply" and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice 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

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 Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None

BACKGROUND CHECKS/CL

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