Administrative Assistant - Medicine

Penn State University•Tallahassee, FL

4d•$40,608 - $58,836•Onsite

About The Position

The Penn State College of Medicine, Department of Medicine in Hershey, PA is seeking an Administrative Assistant. The Administrative Assistant provides dedicated Department-level administrative and financial transaction support for the Department of Medicine's College of Medicine activities. The Administrative Assistant provides support to ensure the efficient operation of the office; coordinates schedules, handles communications, organizes files, and assists staff and management with a variety of administrative tasks; supports budget and data activities; serves as a key point of contact for students, faculty, staff, and external stakeholders.

Requirements

General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience
Relevant education accepted in lieu of experience
Required Certifications: None
Applicants must be authorized to work in the U.S.

Responsibilities

Plan, organize, and coordinate daily office activities and administrative processes
Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures
Create, organize, and maintain files, records, and databases
Greet visitors and provide information; review, respond to, and appropriately direct inquiries
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
Provide support for scheduling travel arrangements
Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials
Review, edit, and format reports, presentations, and correspondence
Collect and organize data, including budgetary and operational information
Compile and maintain records to support departmental and institutional reporting needs
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; reserve spaces, develop itineraries, prepare materials, and coordinate across teams
Serve as a point of contact for vendors and event stakeholders
Respond to inquiries and issues while ensuring compliance with unit and university policies and procedures
Handle sensitive and confidential information with discretion
May supervise staff members, including hiring, training, development, and performance management