Administrative Assistant - Office of the Dean

Penn State University • University Park, PA

67d

About The Position

The Penn State College of Medicine seeks a highly organized, professional, and service-oriented Administrative Assistant to join the Office of the Dean. This position plays a key role in supporting the daily operations of the Dean's suite and ensuring a welcoming, efficient, and professional environment for students, faculty, staff, and visitors.

Requirements

• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively with diverse groups of stakeholders.
• Professional demeanor and commitment to high-quality customer service.
• Proficiency with Microsoft Office Suite; experience with Teams/Zoom and calendar management systems strongly preferred.
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Prior administrative experience in higher education, healthcare, or a complex organizational environment preferred.

Responsibilities

• Manage daily front office operations for the Dean's suite, setting priorities and supporting operational efficiency.
• Provide comprehensive administrative support to two executives, including calendar management, meeting preparation, agenda development, event coordination, and other related duties as assigned
• Oversee office purchases, expense reconciliation, and supply/service needs.
• Triage and route incoming calls, emails, and correspondence to appropriate contacts.
• Act as a primary point of contact for visitors, fostering positive relationships with internal and external stakeholders.
• Assist patients who are lost or in need of directions to clinic, lab, or radiology appointments.
• Provide general administrative support as assigned by the Executive Administrator.
• Coordinate and process all development-related correspondence and mailings.
• Prepare and distribute official communications, including development letters and committee appointment notices.
• Maintain accurate communications logs.
• Support the Executive Communications Specialist with calendar management, scheduling meetings, coordinating logistics (room reservations, Zoom/Teams set-up, agendas), and other administrative tasks.
• Collaborate with the Executive Administrator to plan and manage annual Dean's Office events, such as guest lectures, chair inaugurals, student programs, commencement, and other special events.
• Provide on-site event support, including occasional evening work.
• Serve as backup to the Executive Administrator when needed, including managing the Dean's calendar, preparing materials, and responding to inquiries.

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: Associate degree
• Number of Employees: 5,001-10,000 employees