Administrative Support Assistant

Administrative Assistant

The Penn State College of Medicine, Department of Surgery, Divisions of Applied Biomedical Engineering and Outcomes Research & Quality is seeking a full-time Administrative Assistant to work on campus in Hershey, PA. A successful candidate will be detail oriented and an independent worker. They will be responsible for performing a variety of job duties, including:

• Order laboratory supplies on a daily basis utilizing a purchasing card or PSU's online purchasing platform and obtain equipment purchases by creating purchase requisitions.
• Coordinate faculty and staff travel arrangements. Process related travel reimbursements.
• Prepare and track promotion and tenure documents for departmental faculty members. Serve as the dept resource regarding the P&T Activity Insight software and educate others as needed.
• Provide information and guidance to vendors registering with SIMBA and pay invoices.
• Process contractual agreement forms for external consultants and track the process thru Purchasing.
• Plan functions such as seminars, workshops, lodging and meals. Monitor conference room usage and establish regular lab meetings for faculty and staff. Support animal research days.
• Compose, review, and distribute internal and external communications for divisional faculty (9) and staff (10). Manage faculty and divisional calendars. Produce meeting minutes as requested.

Critical skills necessary for success in this position include: adaptability, attention to detail, organization, event planning, technical proficiency, office management, time management. Applicants must be fluent with Microsoft Office Suite, Teams, Zoom. Additional beneficial skills are knowledge of Infor, Activity Insight, SIMBA and SAP Concur.

This is a full-time position working 40 hours a week on campus.

Minimum education, work experience & required certifications:

If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience. Required Certifications: None If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience. Required 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 $38,300.00 - $61,000.00. 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.

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.