Administrative Assistant - Family and Community Medicine

Penn State University•Tallahassee, FL

7d•$36,888 - $58,836

About The Position

The Penn State College of Medicine’s Department of Family and Community Medicine in Hershey, Pennsylvania, is seeking an organized, detail-oriented candidate to provide administrative and professional support. The position performs administrative tasks with minimal supervision and provides general office support to help ensure efficient workflows and compliance with institutional policies and procedures. The position is funded for 12 months; continuation beyond that period depends on university need, performance, and/or funding availability. The role supports students, faculty, staff, fellows, and external partners; maintains records, calendars, and communications; coordinates meetings, travel, workshops, and events; and assists with departmental data and financial processes. Familiarity with Penn State’s financial system, SIMBA, as well as SAP Concur and ShopOnlion, is preferred but not required. The position may be filled at either the Administrative Assistant - Support level or the Administrative Assistant - Intermediate Support level. The Support level requires a GED or high school diploma and no prior relevant experience. The Intermediate Support level requires a GED or high school diploma and at least two years of relevant experience; relevant education may be accepted in lieu of experience. No certifications are required. Required clearances include a Pennsylvania State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. Applicants must be authorized to work in the United States; Penn State does not sponsor staff employment visas.

Requirements

For the Administrative Assistant - Support level: GED or high school diploma; no prior relevant work experience required.
For the Administrative Assistant - Intermediate Support level: GED or high school diploma and at least two years of relevant experience; relevant education may be accepted in lieu of experience.
No required certifications.
Must complete the required Pennsylvania State Police criminal background check, PA Child Abuse History Clearance, and Federal (FBI) fingerprint criminal background check.
Must be authorized to work in the United States; Penn State does not sponsor staff employment visas.

Nice To Haves

Understanding of Penn State’s financial system, SIMBA.
Familiarity with SAP Concur and ShopOnlion.

Responsibilities

Provide general office support and promote efficient workflows in accordance with institutional policies and procedures.
Create, organize, and maintain files, records, and databases.
Serve as a primary point of contact for students, faculty, staff, fellows, and external partners.
Compose, review, and distribute internal and external communications.
Maintain calendars, schedule meetings, and coordinate appointments.
Support the scheduling of travel arrangements.
Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials.
Review, edit, and format reports, presentations, and correspondence.
Collect and organize budgetary and operational information.
Compile and maintain records for departmental and institutional reporting.
Track expenditures and assist with budget preparation and projections.
Initiate financial transactions, reimbursements, and budget revisions in accordance with policies.
Maintain inventory and order office supplies.
Support and coordinate meetings, workshops, and special events, including reserving spaces, developing itineraries, preparing materials, and coordinating across teams.