Administrative Assistant - Family and Community Medicine

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, see Notice to Out of State Applicants.

This position is funded for 12 months; continuation past 12 months will be based on university need, performance, and/or availability of funding.

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POSITION SPECIFICS​

The Penn State College of Medicine, Department of Family and Community Medicine in Hershey, PA is seeking a candidate for an Administrative Support position. The Administrative Support candidate will be a detailed oriented and organized individual who will provide administrative and professional support. This position will perform administrative tasks with minimal supervision. The successful candidate will be responsible for the following:  

·  Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures

·  Create, organize, and maintain files, records, and databases

·  Serve as a primary point of contact for students, faculty, staff, fellows, and external partners

·  Compose, review, and distribute internal and external communications

·  Maintain calendars, schedule meetings, and coordinate appointments

·  Provide support for scheduling travel arrangements

·  Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials

·  Review, edit, and format reports, presentations, and correspondence

·  Collect and organize data, including budgetary and operational information

·  Compile and maintain records to support departmental and institutional reporting needs

·  Track expenditures and assist with budget preparation and projections

·  Initiate financial transactions, reimbursements, and budget revisions in accordance with policies

·  Maintain inventory and order office supplies

·  Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, and coordinate across teams

Understanding of our financial system, SIMBA as well as SAP Concur and ShopOnlion preferred but not required.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Administrative Assistant - Support, this position requires:
General Equivalency Diploma (GED) or High School (HS)
No prior relevant work experience required
Required Certifications:
None

If filled as Administrative Assistant - Intermediate Support, this position requires:
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; Relevant education accepted in lieu of experience
Required Certifications:
None

BACKGROUND CHECKS/CLEARANCES

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.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 $36,888.00 - $58,836.00.

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.

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