Administrative Support Assistant - Public Health Sciences

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Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

Join a dynamic, fast-paced academic environment supporting the Department Chair of Public Health Sciences at the Penn State College of Medicine in Hershey, PA. We are seeking a proactive, highly organized Administrative Support Assistant to provide executive-level support to the Chair while contributing to the smooth operation of departmental activities. This role offers exposure to senior-level decision-making and the opportunity to work on high-impact initiatives.

Reporting Structure:
This position provides direct support to the Department Chair and reports administratively to the Department's Administrative Manager, who reports to the Director of Operations. The assistant may also receive administrative assignments from the Administrative Manager or Director of Operations in support of departmental initiatives.

Key Responsibilities:

* Manage the Chair's calendar, appointments, and meetings, coordinating priorities and deadlines efficiently.

* Arrange travel for the Chair, including transportation, lodging, itineraries, and expense reconciliation.

* Prepare, edit, and manage correspondence, reports, presentations, and other materials as directed by the Chair.

* Attend meetings with the Chair as needed, take notes, and provide clear summaries or action items.

* Support special projects, initiatives, and events as directed by the Chair.

* Collaborate professionally with department staff to ensure smooth communication and execution of Chair-directed tasks.

* Maintain confidentiality and handle sensitive information with discretion.

* Serve as a professional point of contact for internal and external stakeholders communicating with the Chair.

Qualifications:

* Strong organizational, time management, and prioritization skills.

* Demonstrated ability to anticipate needs, take initiative, and manage multiple priorities independently.

* Professional written and verbal communication skills.

* Proficiency in Microsoft Office (Word, Excel, PowerPoint, Publisher). Familiarity with Penn State systems such as SAP Concur, SIMBA, and Book-It is desirable.

* Ability to interact professionally with diverse audiences and exercise discretion when handling confidential matters.

Work Arrangement:
Hybrid role with flexible scheduling. A minimum of 2-3 in-person office days per week is expected.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

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.

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