Administrative Assistant to the Director - Huck Institutes of the Life Sciences

Penn State University • Benner Township, PA

17d

About The Position

The Huck Institutes of the Life Sciences is seeking to hire an Administrative Assistant – Senior Support to primarily support the Director of the Huck Institutes. The Administrative Assistant will provide primary administrative support to the Director of the Huck Institutes and act as the first point of contact for the Director's office. In addition, the successful candidate will provide administrative support to the Huck Associate Directors. This entails but is not limited to, heavy scheduling of day-to-day operations, coordination and preparation of meetings/events, arranging complex travel both international and domestic, proofreading of correspondence, and maintaining confidential information.

Requirements

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Employment with the University will require successful completion of background check(s) in accordance with University policies.
• Applicants must be authorized to work in the U.S.

Responsibilities

• Receive, process and maintain confidential and/or sensitive information and materials
• Arrange meetings, seminars, workshops, conferences, etc.
• Receive, verify and validate information; greet visitors; obtain/provide assistance, information or refer
• Act as the Institute’s HR liaison who attends monthly HR update meetings, requests Hiring Exception Requests, and manages job requisitions from beginning to end in Workday
• Serve as the Huck Institutes’ timekeeper in Workday
• Serve as the Institute’s parking chair
• Initiate and process a variety of financial/human resources forms in Workday; approve as authorized
• Create and reconcile p-card reports in SAP Concur on behalf of the Director and others
• Responsible for the distribution of incoming and outgoing mail; open, sort, and prioritize mail
• Book conference rooms, create event agendas, and take minutes as needed for Huck events and/or meetings organized by the Director or an Associate Directors of the Institute
• Recommend changes in policy and procedures
• Assemble pertinent background material for meetings, reports, correspondence, etc.
• Serve as a resource for all administrative duties and point of contact for administrative needs of the Heads of Departments
• Coordinate and/or manage a wide variety of special projects

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
• Education Level: Associate degree