Administrative Associate - Neonatology

Pennstatehershey Diversity; Hershey (PA); On-site; USD 42,000 - 52,000; Full time

Job summary

Penn State Health Hershey Medical Center is seeking an Administrative Associate in Neonatology. The role supports division operations, scheduling, recruitment coordination, and communication while upholding policies and confidentiality.

You will manage calendars, prepare materials, coordinate meetings and events, and assist with onboarding and onboarding processes for faculty and staff.

Qualifications

• High school diploma or GED required; post-secondary training preferred.
• 3 years related administrative experience; strong office software skills.
• Ability to manage complex schedules and maintain confidentiality.

Responsibilities

• Provide comprehensive administrative support for daily division operations.
• Prepare and distribute division communications, schedules, and reports.
• Coordinate meetings, CME documentation, and educational activities.

Skills

Administrative support

Communication skills

Scheduling

Microsoft Office

Education

High School Diploma or GED

Post high school education/training

Tools

Microsoft Word

Excel

PowerPoint

Job description

Invest in Your Future and Theirs: Full-time Milton S. Hershey Medical Center employees receive a 75% Penn State tuition discount for themselves and eligible dependents through the Grant-in-Aid program.

Penn State Health - Hershey Medical Center

Location: US:PA: Hershey

Work Type: Full Time

FTE: 1.00

Shift: Day

Hours: 8:00a - 4:30p

Position Summary

Responsible for providing high-level administrative support for the Division of Neonatology. Performs varied administrative and secretarial duties requiring independent judgment, organization, planning, and coordination. Supports division operations, academic activities, recruitment, scheduling, and communication while interpreting established policies and procedures and identifying opportunities to improve administrative processes.

Responsibilities

• Provide comprehensive administrative support for daily division operations, including telephone coverage, correspondence, mail distribution, office supply management, and general office organization.
• Prepare, edit, and distribute division communications, newsletters, schedules, meeting agendas, minutes, reports, and other materials.
• Coordinate division meetings, academic conferences, educational activities, and special events, including scheduling, attendance tracking, and continuing medical education (CME) documentation as applicable.
• Maintain calendars, schedules, and administrative systems to support faculty activities, service coverage, and division operations.
• Coordinate recruitment activities for faculty, advanced practice providers, fellows, and other personnel, including interview scheduling, itineraries, travel arrangements, correspondence, and calendar coordination.
• Facilitate onboarding and offboarding activities for faculty, advanced practice providers, locum tenens providers, and other personnel as assigned.
• Assist with the development and maintenance of schedules, shared resources, databases, electronic files, and departmental information systems.
• Process reimbursements and maintain related administrative and financial records in accordance with established policies and procedures.
• Exercise independent judgment in prioritizing assignments, coordinating multiple projects, maintaining confidentiality, and addressing administrative needs.
• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

• High School Diploma or GED required.
• Post high school education/training or equivalent knowledge required.
• 3 years related experience required. Advanced functionality and application in computer software with strong application of office support functions required.
• Ability to independently lead and manage projects and carry out complex or sensitive assignments required.
• Must excel in written and verbal communication skills.
• High level of confidentiality required.
• Preferred Microsoft Proficiency Level: Word: Intermediate; Excel: Intermediate; PowerPoint: Intermediate.

PREFERRED QUALIFICATIONS

• Experience supporting a healthcare, academic, or professional environment.
• Experience with scheduling systems, electronic calendars, databases, and collaboration platforms.

WHY PENN STATE HEALTH?

Penn State Health offers exceptional opportunities to learn and grow, exposure to a wide patient population, and the ability to provide individualized, innovative, and specialized care to patients in the community.

Penn State Health offers an exceptional benefits package including medical, dental and vision with no waiting period as well as a Total Rewards Program that highlights a few of the many additional offerings below:

• Be Well with Employee Wellness Programs, and Fitness Discounts (University Fitness Center, Peloton).
• Be Balanced with Generous Paid Time Off, Personal Time, and Paid Parental Leave.
• Be Secured with Retirement, Extended Illness Bank, Life Insurance, and Identity Theft Protection.
• Be Rewarded with Competitive Pay, Tuition Reimbursement, and PAWS UP employee recognition program.
• Be Supported by the HR Solution Center, Learning and Organizational Development and Virtual Benefits Orientation, Employee Exclusive Concierge Service for scheduling.

WHY PENN STATE HEALTH MILTON HERSHEY MEDICAL CENTER?

Penn State Hershey Medical Center is Central Pennsylvania’s only Academic Medical Center, Level 1 Regional Adult and Pediatric Trauma Center, and Tertiary Care Provider. As a four-time Magnet-designated hospital, Hershey Medical Center values the hard work and dedication that our employees exhibit every day. Through our core values of Respect, Integrity, Teamwork, and Excellence, our employees are a team committed to compassionate care for our diverse patient population, our community and each other. As a valued team member, we promote continued professional development, specialty certification, continuing education, and career growth.

YOU TAKE CARE OF THEM. WE’LL TAKE CARE OF YOU. State-of-the-art equipment, endless learning, and a culture of excellence – that’s Penn State Health. But what makes our healthcare award-winning? That’s all you.

Eligibility for shift differential pay based on the terms outlined in company policy or union contract.

All individuals (including current employees) selected for a position will undergo a background check appropriate for the position's responsibilities.

Penn State Health is an Equal Opportunity Employer and does not discriminate on the basis of any protected class including disability or veteran status. Penn State Health’s policies and objectives are in direct compliance with all federal and state constitutional provisions, laws, regulations, guidelines, and executive orders that prohibit or outlaw discrimination.

Union: Non Bargained

Position Administrative Associate - Neonatology

Location US:PA: Hershey | Clerical and Administrative | Full Time