Administrative Assistant - Heart and Vascular Institute
About The Position
The Penn State College of Medicine, Heart and Vascular Institute, is seeking a full-time Administrative Assistant to work on campus in Hershey, PA. A successful candidate will be detailed oriented and an independent worker. They will be responsible for performing a variety of job duties, including ordering laboratory supplies, coordinating faculty and staff travel, preparing and tracking promotion and tenure documents, providing information and guidance to vendors, processing contractual agreement forms, planning functions, establishing regular lab meetings, monitoring visa timelines, tracking job applications, maintaining confidential files, composing and distributing communications, and managing faculty and lab calendars. This is a full-time position working 40 hours a week on campus.
Requirements
- General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted
- Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted
- Applicants must be fluent with Microsoft Office Suite, Teams, Zoom.
- Adaptability
- Attention to detail
- Organization
- Event planning
- Technical proficiency
- Office management
- Time management
Nice To Haves
- Knowledge of Workday, Infor, Activity Insight, SIMBA and SAP Concur.
Responsibilities
- Order laboratory supplies on a daily basis utilizing a purchasing card or PSU’s online purchasing platform and obtain equipment purchases by creating purchase requisitions.
- Coordinate faculty and staff travel arrangements.
- Process related travel reimbursements.
- Prepare and track promotion and tenure documents for departmental faculty members.
- Provide information and guidance to vendors registering with SIMBA and pay invoices.
- Process contractual agreement forms for external consultants and track the process thru Purchasing.
- Plan functions such as seminars, workshops, lodging and meals.
- Establish regular lab meetings for faculty and staff.
- Monitor visa timelines for faculty and postdocs.
- Track job applications, schedule interviews, and provide resumes to search committee members.
- Maintain confidential files.
- Compose, review, and distribute internal and external communications for research faculty (9), postdocs (7), and staff (9).
- Manage faculty and lab calendars.
- Schedule meetings and plan agendas.
Benefits
- Comprehensive medical, dental, and vision coverage
- Robust retirement plans
- Substantial paid time off which includes holidays, vacation and sick time
- Generous 75% tuition discount, available to employees as well as eligible spouses and children
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
