Administrative Assistant for Finance & Budget

Penn State; Hershey (PA); On-site; USD 49,000 - 71,000; Full time

Job summary

Penn State College of Medicine in Hershey, PA seeks an Administrative Assistant Supervisor to provide executive support and oversee daily operations of the Office of Finance and Budget. This on-site role requires coordinating schedules, travel, communications, and confidential materials.

The ideal candidate will have an Associate Degree with 4+ years of relevant experience; a Bachelor's degree is preferred. Clearances are required; remote work is not guaranteed. Monday–Friday on site in Hershey.

Qualifications

• Excellent written and verbal communication skills with ability to handle sensitive information.
• Strong organizational and time management skills with calendar, travel, meetings, deadlines management.
• Professional judgment, discretion, and confidentiality with executive leadership and stakeholders.
• Ability to build professional relationships across College of Medicine, Penn State Health, Penn State University, and external offices.
• Project management skills including planning, coordinating, and executing projects, events, reports, databases, newsletters.

Responsibilities

• Provide executive, administrative, and advisory support to senior leadership.
• Manage calendar and travel schedules for the Assistant VP for Finance and Budget/Controller.
• Oversee daily operations of the Office of Finance and Budget and related communications/reports.
• Coordinate confidential materials and communications with internal and external stakeholders.
• Supervise administrative staff and provide backup support as needed.

Skills

Communication

Organization

Discretion

Relationship Building

Project Management

Leadership

Independent Work

Problem Solving

Education

Associate Degree

Bachelor's Degree Preferred

Job description

## Administrative Assistant for Finance & BudgetApply: College of Medicine: Full time: Posted Today: REQ\\_0000083053# **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.**### **POSITION SPECIFICS**The Penn State College of Medicine in Hershey, PA is seeking an Administrative Assistant Supervisor. This position will serve as primary administrative support as well as principal liaison for the Assistant Vice President for Finance and Budget/Controller of the Penn State College of Medicine (COM). The position will also provide backup support to the Dean’s Executive Assistant as needed to ensure continuity of administrative support within the Dean’s Office.Position responsibilities include:* Providing executive, administrative, and advisory support in all facets of the organization* Managing the Assistant Vice President's calendar and travel schedule* Overseeing daily functions and operations of the Office of Finance and Budget to include, but not limited to, communications, reports, and databases* Managing work responsibilities to assist the Assistant Vice President for Finance and Budget/Controller in their duties and University commitments* Written communication to coordinate, develop and distribute highly sensitive and confidential information and materials to multiple internal stakeholders; the Office of the Senior Vice President for Finance and Business/Treasurer (University Park); Dean's Office; the University Board of Trustees Office, and Penn State Health Board of Directors Office* Managing special projects assigned by the Assistant Vice President for Finance and Budget/ Controller to support University Finance and Business and College of Medicine strategic initiatives* Work collaboratively with the Senior Vice President of Finance and Business office to coordinate on site visits at the COM* Managing several COM Finance and Business projects to include planning and executing several Finance and Business annual events as well as a quarterly Finance and Business newsletter* Supervise and oversee administrative support staff* Provide backup support to the Dean’s Executive Assistant as needed, including assistance with executive scheduling, meeting coordination, communications, and other administrative priorities to ensure continuity of support within the Dean’s Office. The ideal candidate must have strong communication and interpersonal skills thereby being able to foster and cultivate strong professional relationships at the highest level with executive leadership at College of Medicine; Penn State Health Milton S. Hershey Medical Center; Penn State Health; Penn State University, and other key internal and external stakeholders. This position requires a strong management background to understand professional policies and protocols as it will handle all day-to-day operations of the Office of Finance and Budget at the College of Medicine, managing assigned administrative support staff within the Office.**Key Skills Required:*** Excellent written and verbal communication skills, including the ability to prepare and distribute sensitive and confidential information.* Strong organizational and time management skills with the ability to manage calendars, travel, meetings, deadlines, and competing priorities.* Professional judgment, discretion, and confidentiality when working with executive leadership and key internal and external stakeholders.* Ability to build and maintain effective professional relationships across the College of Medicine, Penn State Health, Penn State University, and external offices.* Project management skills, including planning, coordinating, and executing special projects, events, reports, databases, and newsletters.* Leadership and supervisory skills to support, guide, and oversee administrative support staff.* Ability to work independently, anticipate needs, solve problems, and support day-to-day operations in a fast-paced executive office environment.* Demonstrated ability to exercise a high degree of discretion, confidentiality, and sound judgment when handling sensitive financial, personnel, executive, and institutional information This is an in-person, on-site position Monday - Friday based at the College of Medicine in Hershey, PA. **MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS**Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None### Bachelor's Degree Preferred **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 $49,188.00 - $71,340.00.