Administrative Assistant - Intermediate Support - Biology

Penn State University • University Park, PA

34d • Hybrid

About The Position

The Department of Biology is seeking an Administrative Assistant-Intermediate Support to support the Center for Infectious Dynamic Disease (CIDD) and Neuroscience Institute. The successful candidate will be expected to assist the CIDD director with the following responsibilities: Daily scheduling, expenditure spreadsheet, coordinating complex domestic and international travel. Assist with Grad recruitment, student paper selection, seminar speaker selection. Distribute announcements, collect topics for weekly coffee hour, book rooms, and plan events. Collaborate with CIDD seminar speakers to coordinate travel and itineraries for visits. Additional duties will include: Curate the departmental SharePoint with up-to-date news and information. Support the director of the Neuroscience institute and compile material for Neuroscience newsletter. Collecting and organizing necessary documentation such as receipts, travel information, and related materials to submit to the appropriate financial hubs for processing Candidate should be capable of problem-solving, answering questions, providing information and follow-up as necessary; assisting the Department of Biology Administrative Staff and additional tasks as assigned. The candidate should possess strong investigative skills with the ability to improve upon the existing and develop new duties and business processes. Excellent communication, organization, and customer service skills, along with the ability to work independently and in a team environment, are required. Proficiency in Microsoft Office Suite, including Access, is a requirement. Must be able to handle multiple priorities, monitor and meet overlapping deadlines. The successful candidate will foster a positive, professional, and efficient work style and provide any support needed to ensure smooth workflow in the department. They will be able to demonstrate initiative, collegiality, accuracy and promote a culture that is conducive to effective relationships among diverse team members. Communicate clearly, incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions. The successful candidate is eligible for a hybrid work schedule after a successful in-person training period.

Requirements

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted
• Excellent communication, organization, and customer service skills, along with the ability to work independently and in a team environment, are required.
• Proficiency in Microsoft Office Suite, including Access, is a requirement.
• Must be able to handle multiple priorities, monitor and meet overlapping deadlines.
• demonstrate initiative, collegiality, accuracy and promote a culture that is conducive to effective relationships among diverse team members.
• Communicate clearly, incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions.

Responsibilities

• Daily scheduling, expenditure spreadsheet, coordinating complex domestic and international travel.
• Assist with Grad recruitment, student paper selection, seminar speaker selection.
• Distribute announcements, collect topics for weekly coffee hour, book rooms, and plan events.
• Collaborate with CIDD seminar speakers to coordinate travel and itineraries for visits.
• Curate the departmental SharePoint with up-to-date news and information.
• Support the director of the Neuroscience institute and compile material for Neuroscience newsletter.
• Collecting and organizing necessary documentation such as receipts, travel information, and related materials to submit to the appropriate financial hubs for processing
• problem-solving, answering questions, providing information and follow-up as necessary
• assisting the Department of Biology Administrative Staff and additional tasks as assigned.
• improve upon the existing and develop new duties and business processes.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Educational Services
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees