Administrative Assistant - Office of the Dean - The Pennsylvania State University : Job Details

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.
• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
• If you are NOT a current employee or student, please click Apply and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

The Penn State College of Medicine seeks a highly organized, professional, and service-oriented Administrative Assistant to join the Office of the Dean. This position plays a key role in supporting the daily operations of the Dean's suite and ensuring a welcoming, efficient, and professional environment for students, faculty, staff, and visitors.

Key Responsibilities:

Office Administration

• Manage daily front office operations for the Dean's suite, setting priorities and supporting operational efficiency.

• Oversee office purchases, expense reconciliation, and supply/service needs.

• Triage and route incoming calls, emails, and correspondence to appropriate contacts.

• Act as a primary point of contact for visitors, fostering positive relationships with internal and external stakeholders.

• Assist patients who are lost or in need of directions to clinic, lab, or radiology appointments.

• Provide general administrative support as assigned by the Executive Administrator.

Correspondence & Communications

• Coordinate and process all development-related correspondence and mailings.

• Prepare and distribute official communications, including development letters and committee appointment notices.

• Maintain accurate communications logs.

• Support the Executive Communications Specialist with calendar management, scheduling meetings, coordinating logistics (room reservations, Zoom/Teams set-up, agendas), and other administrative tasks.

Student Food Pantry Liaison

• Provide administrative support to the Student Food Pantry, including preparing inventory documents and coordinating with staff.

• Assist in the pantry four times per year.

Event Planning & Coordination

• Collaborate with the Executive Administrator to plan and manage annual Dean's Office events, such as guest lectures, chair inaugurals, student programs, commencement, and other special events.

• Provide on-site event support, including occasional evening work.

Backup Support to the Dean

• Serve as backup to the Executive Administrator when needed, including managing the Dean's calendar, preparing materials, and responding to inquiries.

Qualifications:

• Strong organizational skills with the ability to manage multiple priorities.

• Excellent written and verbal communication skills.

• Ability to work independently and collaboratively with diverse groups of stakeholders.

• Professional demeanor and commitment to high-quality customer service.

• Prior administrative experience in higher education, healthcare, or a complex organizational environment preferred.

• Proficiency with Microsoft Office Suite; experience with Teams/Zoom and calendar management systems strongly preferred.

Additional Information:

This role requires occasional evening hours in support of events and programs.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None

BACKGROUND CHECKS/CLEARANCES

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $38,300.00 - $55,500.00.

Salary Structure - Information on Penn State's salary structure

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. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-###-####.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission.

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