Administrative Assistant 1 - College of Osteopathic Medicine

Indiana University of Pennsylvania; Indiana (PA); On-site; USD 42,000 - 54,000; Full time

Job summary

Indiana University of Pennsylvania in Pennsylvania is seeking an Administrative Assistant to provide advanced administrative and executive-level support to the Dean and the senior leadership team within the College of Osteopathic Medicine. The role requires discretion, sound judgment, and professionalism while managing confidential information and executive priorities.

The successful candidate will demonstrate exceptional organizational skills, the ability to manage multiple priorities in a

Qualifications

• Graduation from an accredited four-year college or university, or equivalent combination of education and work experience.
• Three+ years of progressively responsible administrative support experience.
• Experience in higher education, healthcare, medical education, or academic medicine preferred.
• Excellent written, verbal, and interpersonal communication skills.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).

Responsibilities

• Provide executive-level administrative support to the Dean and senior leadership.
• Manage complex calendars, meetings, and scheduling with multiple stakeholders.
• Coordinate travel, agendas, materials, and board/committee logistics.
• Prepare reports, correspondence, and briefing materials.
• Maintain confidential files and support budgeting and procurement processes.

Skills

Communication skills

Executive support

Calendar management

Interpersonal skills

Multitasking

Confidentiality

Budget familiarity

University processes

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Position Summary & Description

THIS POSITION IS POSTED IN ACCORDANCE WITH THE AFSCME COLLECTIVE BARGAINING UNIT

The Administrative Assistant provides advanced administrative,operational, and executive-level support to the Dean and seniorleadership team within the College of Osteopathic Medicine.

This position serves as a key liaison between the executive officeand internal and external stakeholders, exercising sound judgment,discretion, and professionalism while managing complexadministrative functions, confidential information, and executivepriorities.

The successful candidate will demonstrate exceptionalorganizational skills, a high degree of initiative, excellentcommunication abilities, and the capacity to manage multiplepriorities in a fast-paced academic and healthcareenvironment.

Executive Support

• Provide comprehensive administrative support to executiveleadership, including calendar management, meeting coordination,and prioritization of appointments and commitments.
• Manage complex scheduling requirements involving faculty,university leadership, clinical partners, accreditation agencies,students, and external stakeholders.
• Prepare and coordinate meeting agendas, briefing materials,presentations, reports, and correspondence.
• Screen, prioritize, and respond appropriately to incomingcommunications on behalf of executive leadership.
• Anticipate administrative needs and proactively address issuesto ensure efficient operations.

Meeting and Event Coordination

• Coordinate executive meetings, committee meetings, retreats,faculty events, and special programs.
• Prepare meeting materials, record meeting minutes, track actionitems, and monitor follow-up activities.
• Facilitate logistics for accreditation visits, advisory boardmeetings, candidate interviews, and leadership events.
• Coordinate travel arrangements, itineraries, reimbursements,and event planning.

Administrative Operations

• Develop, maintain, and improve office systems, procedures, andrecord-keeping practices.
• Manage confidential files, correspondence, and institutionalrecords in accordance with university policies.
• Assist with budget tracking, purchasing processes, expensereconciliation, and financial documentation.
• Prepare reports and maintain data for executive review anddecision-making.
• Support special projects and strategic initiatives asassigned.

Communication and Relationship Management

• Serve as a primary point of contact for faculty, staff,students, university administrators, healthcare partners,consultants, and community stakeholders.
• Draft, edit, and proofread professional correspondence,reports, presentations, policies, and communications.
• Coordinate information flow among departments and ensure timelycommunication of executive decisions and priorities.
• Represent the executive office with professionalism, diplomacy,and customer-service excellence.

Confidentiality and Professional Judgment

• Handle sensitive and confidential information with discretionand integrity.
• Exercise independent judgment in resolving routine issues anddetermining appropriate escalation of matters requiring executiveattention.
• Maintain awareness of organizational priorities and alignadministrative activities accordingly.

WORK SCHEDULE:

Monday through Friday 8:00 AM to 4:30 PM

Position Qualifications

Minimum Qualifications:

Qualifications may be obtained through graduation from anaccredited four-year college or university or through an equivalentcombination of education, training, and relevant workexperience.

Preferred Qualifications:

• Minimum of three years of progressively responsibleadministrative support experience.
• Experience in higher education, healthcare, medical education,or academic medicine.
• Demonstrated experience supporting senior leaders, executives,department heads, or administrators.
• Excellent written, verbal, and interpersonal communicationskills.
• Advanced proficiency with Microsoft Office Suite, includingOutlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Strong organizational skills with the ability to managemultiple priorities and deadlines.
• Ability to work independently while maintaining a high level ofaccuracy and attention to detail.
• Demonstrated ability to maintain confidentiality and exercisesound judgment.
• Familiarity with university administrative processes, budgetmanagement, and meeting governance.

• Experience coordinating complex schedules involving multiplestakeholders.