Administrative Assistant - Heart and Vascular Institute

Administrative Assistant

The Penn State College of Medicine, Heart and Vascular Institute, is seeking a full-time Administrative Assistant to work on campus in Hershey, PA. A successful candidate will be detail oriented and an independent worker. They will be responsible for performing a variety of job duties, including:

• Order laboratory supplies on a daily basis utilizing a purchasing card or PSU's online purchasing platform and obtain equipment purchases by creating purchase requisitions.
• Coordinate faculty and staff travel arrangements. Process related travel reimbursements.
• Prepare and track promotion and tenure documents for departmental faculty members.
• Provide information and guidance to vendors registering with SIMBA and pay invoices.
• Process contractual agreement forms for external consultants and track the process thru Purchasing.
• Plan functions such as seminars, workshops, lodging and meals. Establish regular lab meetings for faculty and staff.
• Monitor visa timelines for faculty and postdocs. Track job applications, schedule interviews, and provide resumes to search committee members. Maintain confidential files.
• Compose, review, and distribute internal and external communications for research faculty (9), postdocs (7), and staff (9). Manage faculty and lab calendars. Schedule meetings and plan agendas.

Critical skills necessary for success in this position include: adaptability, attention to detail, organization, event planning, technical proficiency, office management, time management. Applicants must be fluent with Microsoft Office Suite, Teams, Zoom. Additional beneficial skills are knowledge of Workday, Infor, Activity Insight, SIMBA and SAP Concur.

This is a full-time position working 40 hours a week on campus.

Minimum Education, Work Experience & Required Certifications

If filled as Administrative Assistant - Intermediate Support, this position requires:

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

If filled as Administrative Assistant - Senior Support, this position requires:

• 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. 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 $38,300.00 - $61,000.00.

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.