Administrative Assistant - Medicine

The Pennsylvania State University; Hershey (PA); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Retirement plans

Paid time off

Job summary

The Pennsylvania State University, College of Medicine in Hershey, PA, is seeking an Administrative Assistant to provide dedicated department-level administrative and financial support for the Department of Medicine's College of Medicine activities.

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

Qualifications

• GED or HS required with 2+ years of relevant experience.
• Ability to manage schedules, communications, and records.
• Experience handling budget and data activities is preferred.

Responsibilities

• Plan, organize, and coordinate daily office activities and processes.
• Provide general office support and maintain workflow per policies.
• Create and maintain files, records, and databases.
• Greet visitors and direct inquiries appropriately.
• Serve as primary contact for students, faculty, staff, and partners.
• Compose, review, and distribute communications.
• Maintain calendars and coordinate meetings and travel.
• Prepare and review reports and presentations.
• Track expenditures and assist with budget revisions.
• Support meetings and events and coordinate across teams.

Skills

Office administration

Calendar management

Budget tracking

Communication skills

Education

GED/HS or higher education

Job description

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.

POSITION SPECIFICS

The Penn State College of Medicine, Department of Medicine in Hershey, PA is seeking an Administrative Assistant. The Administrative Assistant provides dedicated Department-level administrative and financial transaction support for the Department of Medicine's College of Medicine activities.

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

General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experience; Relevant education accepted in lieu of experienceRequired 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 $40,608.00 - $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. 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.

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.

Federal Contractors Labor Law Poster

PA State Labor Law Poster

Penn State Policies

Copyright Information

Hotlines