Transportation Services Operations Manager

About the role

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.

Responsibilities

• 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
• Cook up and manage 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
• 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
• Aid in documenting new procedures and training staff on updated processes
• Provide feedback on process effectiveness and identify opportunities for continuous improvement

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Qualifications

• None

Skills

• Basic to intermediate understanding of various software programs specific to the Transportation Services office including T2Flex, ASANA, T2Flexport, HONK, ParkWhiz
• Working knowledge of Transportation Services systems, including T2Flex, T2FlexPort, HONK, ParkWhiz, and ASANA
• Ability to use various tools to develop efficiencies across various business units within Transportation Services
• Ability to monitor workflow performance, identify inefficiencies, and escalate recommendations for improvement to the Director of Transportation Services
• Ability to document new procedures and train staff on updated processes
• Ability to provide feedback on process effectiveness and identify opportunities for continuous improvement

Benefits

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.

Pay

The salary range for this position, including all possible grades, is $59,580.00 - $86,400.00.

Schedule

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.