Executive Assistant - Administration

Penn State Health - Penn State Health Corporation

Location: US:PA: Hershey

Work Type: Full Time

FTE: 1.00

Shift: Day

Hours: 8:00a - 5:00p

In Office Position

SUMMARY OF POSITION:

Provides administrative assistance to a President or Executive Vice President. Provides coordination of high-level, confidential and sensitive internal and external information. Manages complex calendars and schedules, in addition to events and arrangements for meetings. This position should be able to hire and assist additional support staff in Penn State Health. The position is a liaison between other internal and external Executives, including Board and Trustee members.

ESSENTIAL DUTIES: The percentage of time spent performing essential functions is 95%. Qualified individuals must have the ability (with or without reasonable accommodation) to perform the following duties:

• Communicates frequently, on behalf of the Executive, with high level administrative staff at Penn State University, Penn State Health, government agencies, industry, health care institutions, etc. in resolving administrative matters and activities.

• Leads the daily Administration operation to include coordinating of office staff, planning and organizing workflow as needed in the administrative suite.

• Recruits, orients, trains, directs, and evaluates administrative office staff.

• Conducts staff meetings.

• Completes a broad variety of administrative tasks for the Executive including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.

• Coordinates registration, travel and lodging.

• Prepares and processes highly confidential information and documents, and ensures the secure storage of these and other sensitive documents.

• Maintains strict confidentiality regarding Departmental transactions, files and affairs on behalf of Executive.

• Works with the various PSH Departments, Associate Deans, Departmental Chairs, Administrators and Managers in the conduct of business and resolves problems representing the Executive. Establish and maintain relationships and uses exceptional communication skills at all levels of the organization across multiple locations.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Screens incoming calls and correspondence and responds independently when possible; may sign or send communications on Executive's behalf.

• Handles as many items as possible prior to or without the Executive or other executive's involvement, noting comments and suggestions and rerouting to appropriate Administrator of action.

• Works with Executive team to facilitate Board of Directors and other management meetings, including preparation and coordination of agenda.

• Prepares presentations/reports for the Executive Director and other executives.

• Support other executives in a backup role as necessary.

• Interpret administrative guidelines/policies as necessary triaging to appropriate administrative personnel when needed.

• Coordinates and oversees special activities and events.

• Approves and processes purchase orders, special requests for checks and other transactions for the department.

MINIMUM QUALIFICATION(S):

• Associates Degree or equivalent experience

• Five (5) years of relevant experience

WHY PENN STATE HEALTH?

Penn State Health offers exceptional opportunities to learn and grow, exposure to a wide patient population, and the ability to provide individualized, innovative, and specialized care to patients in the community.

Penn State Health offers an exceptional benefits package including medical, dental and vision with no waiting period as well as a Total Rewards Program that highlights a few of the many additional offerings below:

• Be Well with Employee Wellness Programs, and Fitness Discounts (University Fitness Center, Peloton).

• Be Balanced with Generous Paid Time Off, Personal Time, and Paid Parental Leave.

• Be Secured with Retirement, Extended Illness Bank, Life Insurance, and Identity Theft Protection.

• Be Rewarded with Competitive Pay, Tuition Reimbursement, and PAWS UP employee recognition program.

• Be Supported by the HR Solution Center, Learning and Organizational Development and Virtual Benefits Orientation, Employee Exclusive Concierge Service for scheduling.

WHY PENN STATE HEALTH CORPORATION?

There are many ways to make an impact with one of the leading research, teaching, and clinical healthcare systems in the country. Through a combination of operational, corporate, clinical, and nonclinical roles, we are advancing excellence and innovation in health care together as one team. As Penn State Health continues to evolve for the future, we are committed to hiring dedicated employees who are passionate about delivering the best possible support across our entire integrated health system.

Within Penn State Health’s Shared Services Entity, we encourage our employees at every turn to continue their education and advancement. Numerous opportunities are available for professional development and career growth.

YOU TAKE CARE OF THEM. WE’LL TAKE CARE OF YOU. State-of-the-art equipment, endless learning, and a culture of excellence – that’s Penn State Health. But what makes our healthcare award-winning? That’s all you.

This job posting is a general outline of duties performed and is not to be misconstrued as encompassing all duties performed within the position. Eligibility for shift differential pay based on the terms outlined in company policy or union contract. All individuals (including current employees) selected for a position will undergo a background check appropriate for the position's responsibilities.

Penn State Health is an Equal Opportunity Employer and does not discriminate on the basis of any protected class including disability or veteran status. Penn State Health’s policies and objectives are in direct compliance with all federal and state constitutional provisions, laws, regulations, guidelines, and executive orders that prohibit or outlaw discrimination.

Union: Non Bargained

Position Executive Assistant - Administration

Location US:PA: Hershey | Clerical and Administrative | Full Time

Req ID 96669