Administrative Assistant for Finance & Budget

The Pennsylvania State University; United States; On-site; USD 49,000 - 71,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

The Penn State College of Medicine in Hershey, PA seeks an Administrative Assistant Supervisor to provide executive support and act as principal liaison for the Finance and Budget leadership. This full-time role ensures continuity of administrative operations within the Dean’s Office.

Key duties include calendar and travel management, staff supervision, confidential correspondence, and coordination of finance projects and university-wide communications with senior leaders and external offices.

Qualifications

• Associate degree and 4+ years of experience or equivalent.
• Strong written and verbal communication skills.
• Ability to manage executive calendars and travel.
• Ability to handle confidential information with discretion.

Responsibilities

• Providing executive, administrative, and advisory support.
• Managing the Assistant Vice President's calendar and travel.
• Overseeing daily functions of the Office of Finance and Budget.
• Supervising administrative staff and coordinating special projects.
• Backup support to the Dean’s Executive Assistant as needed.

Skills

Written & verbal communication

Calendar & travel management

Discretion & confidentiality

Relationship building

Project coordination

Leadership & supervision

Independent work

Education

Associate degree

Bachelor's degree preferred

Job description

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 Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required 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.
• 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 814-865-1473.

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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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