Administrative Assistant - 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 1 year(s); continuation past 1 year(s) will be based on university need, performance, and/or availability of funding.

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POSITION SPECIFICS

​ The Senior Administrative Assistant provides senior-level administrative and process support for the Department of Medicine's College of Medicine faculty affairs and academic administration portfolio. The role supports recurring, high-volume College responsibilities across the department, including AC-40s, annual faculty evaluations, promotion and tenure coordination, Activity Insight process support, faculty affairs deadlines, and academic council administration. The Senior Administrative Assistant will coordinate closely with College of Medicine Faculty Affairs, University partners, Vice Chairs, Division Chiefs, faculty, and departmental administrative leadership. The Administrative Assistant provides support to ensure the efficient operation of the office; coordinates schedules, handles communications, organizes files, and assists staff and management with a variety of administrative tasks; supports budget and data activities; serves as a key point of contact for students, faculty, staff, and external stakeholders. Plan, organize, and coordinate daily office activities and administrative processes

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

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

Greet visitors and provide information; review, respond to, and appropriately direct inquiries

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

Serve as a point of contact for vendors and event stakeholders

Respond to inquiries and issues while ensuring compliance with unit and university policies and procedures

Handle sensitive and confidential information with discretion

May supervise staff members, including hiring, training, development, and performance management

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS 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 $44,628.00 - $64,668.00.

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 View phone number on click.appcast.io. 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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