Administrative Assistant - Family and Community Medicine

The Pennsylvania State University; United States; On-site; USD 37,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Retirement plans

Paid time off

Job summary

The Pennsylvania State University in Hershey, PA is seeking an Administrative Support professional to provide detailed, organized administrative and professional support with minimal supervision. This role will perform a wide range of office tasks to ensure efficient operations across departments.

The candidate will manage calendars, prepare reports, coordinate travel, support meetings and events, and assist with budget tracking and financial transactions in accordance with university policies.

Qualifications

• Detail-oriented and organized candidate
• Ability to create, organize, and maintain files and databases
• Strong written and verbal communication skills
• Familiarity with office software and processes

Responsibilities

• 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.

Skills

Detail oriented

Organized

Communication

Education

General Equivalency Diploma (GED)

High School Diploma (HS)

Tools

SIMBA

SAP Concur

ShopOnlion

Job description

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.

Responsibilities

• 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

• General Equivalency Diploma (GED) or High School (HS) No prior relevant work experience required
• Required Certifications: None

If filled as Administrative Assistant - Intermediate Support

• 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

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.

Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community.

We Are Penn State. One Community. Impacting Many.

There's a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom – it’s the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania’s sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters – more than half a million strong – driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State.