Administrative Support Assistant - Public Health Sciences

Penn State University • Tallahassee, FL

5d • Hybrid

About The Position

Join a dynamic, fast-paced academic environment supporting the Department Chair of Public Health Sciences at the Penn State College of Medicine in Hershey, PA. We are seeking a proactive, highly organized Administrative Support Assistant to provide executive-level support to the Chair while contributing to the smooth operation of departmental activities. This role offers exposure to senior-level decision-making and the opportunity to work on high-impact initiatives. Reporting Structure: This position provides direct support to the Department Chair and reports administratively to the Department’s Administrative Manager, who reports to the Director of Operations. The assistant may also receive administrative assignments from the Administrative Manager or Director of Operations in support of departmental initiatives.

Requirements

• Strong organizational, time management, and prioritization skills.
• Demonstrated ability to anticipate needs, take initiative, and manage multiple priorities independently.
• Professional written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Publisher).
• Ability to interact professionally with diverse audiences and exercise discretion when handling confidential matters.
• If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Familiarity with Penn State systems such as SAP Concur, SIMBA, and Book-It is desirable.

Responsibilities

• Manage the Chair’s calendar, appointments, and meetings, coordinating priorities and deadlines efficiently.
• Arrange travel for the Chair, including transportation, lodging, itineraries, and expense reconciliation.
• Prepare, edit, and manage correspondence, reports, presentations, and other materials as directed by the Chair.
• Attend meetings with the Chair as needed, take notes, and provide clear summaries or action items.
• Support special projects, initiatives, and events as directed by the Chair.
• Collaborate professionally with department staff to ensure smooth communication and execution of Chair-directed tasks.
• Maintain confidentiality and handle sensitive information with discretion.
• Serve as a professional point of contact for internal and external stakeholders communicating with the Chair.

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: Entry Level
• Education Level: Associate degree