Administrative Assistant - Medicine

Penn State University; Tallahassee (FL); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

Penn State University is hiring an Administrative Assistant in the Department of Medicine at the Penn State College of Medicine, Hershey, PA. This role provides administrative and financial transaction support for department activities and ensures efficient office operations.

You will coordinate schedules, handle communications, organize files, support budgeting, and serve as a key contact for students, faculty, staff, and external partners.

Qualifications

• GED or HS required; 2+ years of relevant experience preferred; Relevant education may be accepted in lieu of experience

Responsibilities

• Plan, organize, and coordinate daily office activities and administrative processes
• Provide general office support, ensuring efficient workflow and adherence to policies
• Create, organize, and maintain files, records, and databases
• Greet visitors and provide information; respond to inquiries and direct appropriately
• 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
• Coordinate travel arrangements and meeting logistics
• Review, edit, and format reports, presentations, and correspondence
• Collect and organize data including budgetary and operational information
• Track expenditures and assist with budget preparation and revisions
• Maintain inventory and order office supplies
• Support meetings, workshops, and events; reserve spaces and prepare materials
• Handle sensitive and confidential information with discretion
• May supervise staff including hiring, training, and performance management

Education

GED or High School Diploma

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.

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.

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