Administrative Assistant - Public Health Sciences

The Pennsylvania State University; Hershey (PA); On-site; USD 42,000 - 61,000; Full time

Job summary

An established industry player is seeking an Administrative Support Assistant to join their dynamic team. This role involves managing daily operations for a large NIH-funded research consortium, requiring exceptional organizational and communication skills. The ideal candidate will thrive in a collaborative environment, coordinating meetings, onboarding personnel, and maintaining crucial databases. With a flexible hybrid work arrangement, this opportunity offers a chance to contribute to impactful research while developing your professional skills. If you are detail-oriented and proactive, this position is perfect for you!

Benefits

Flexible Work Arrangements

Diversity and Inclusion Commitment

Qualifications

• Minimum of an associate's degree plus 4+ years of related experience.
• Strong organizational and communication skills are essential.

Responsibilities

• Provide administrative support for a large NIH-funded research consortium.
• Coordinate meetings and manage communications with clinical centers.

Skills

Organizational Skills

Communication Skills

Time Management

Interpersonal Skills

Customer Service

Education

Associate's Degree

Tools

Microsoft Office 365

Data Management System

PAINS

Qualtrics

Job description

APPLICATION INSTRUCTIONS:

• Current Penn State Employees (faculty, staff, technical service, or student): Please login to Workday to complete the internal application process. Do not apply here; apply internally through Workday.
• Current Penn State Students (not previously employed at the university) seeking employment: Please login to Workday to complete the student application process. Do not apply here; apply internally through Workday.
• External Applicants: If you are not a current employee or student, click "Apply" and complete the application process for external applicants.

Job Description and Position Requirements:

The Department of Public Health Sciences (PHS) in the College of Medicine, Hershey, PA, is hiring an Administrative Support Assistant to manage daily operations for a large NIH-funded multicenter research consortium, where PHS is the Data Coordinating Center (DCC). The consortium includes eight clinical centers across the USA, UK, and Australia. The ideal candidate will be highly organized, detail-oriented, possess strong communication skills, and be able to work independently and in teams. This role reports directly to the Principal Investigator and Project Manager of the DCC.

Responsibilities include, but are not limited to:

1. Providing administrative support such as answering calls, scheduling meetings, managing directories, and posting information to the consortium's secure website.
2. Coordinating remote and in-person meetings and events.
3. Onboarding and certifying study personnel at clinical centers.
4. Scheduling educational intervention sessions at USA clinical centers.
5. Creating and maintaining files, databases, and reports.
6. Serving on committees, preparing agendas, and drafting minutes.
7. Ordering and distributing study supplies and equipment.
8. Assisting with materials for grants and manuscripts.
9. Liaising with NIH and clinical site personnel.

The role involves frequent use of Microsoft Office 365 and internal departmental applications such as Data Management System, PAINS, and Qualtrics.

This is a limited-term position funded for one year, with the possibility of extension.

Education and Experience:

Minimum of an associate's degree plus 4+ years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications:

• Excellent communication, time management, and interpersonal skills
• Detail-oriented with a focus on customer service
• Ability to work independently and in teams
• Strong organizational skills
• Proactive and initiative-taking abilities

This position offers flexible work arrangements, including a hybrid (remote and in-person) schedule, with at least 1-2 days in the office weekly.

Employment requires successful background checks per university policies.

Additional Information:

We are committed to diversity, equity, and inclusion, fostering a culture of inclusive excellence.

The salary range is $42,100 - $61,000.

Campus Security and Policies:

Review the Annual Security and Fire Safety Report. Employment is contingent upon background checks. Penn State is an equal opportunity employer. Contact 814-865-1473 if accommodations are needed for the application process.