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Jobs · Administrative · Pennsylvania

Administrative Assistant for Finance & Budget

Penn State University · Hershey, PA · 3 wk ago
Administrative$49k–$71k/yrFull-time

About the role

The Penn State College of Medicine in Hershey, PA is seeking an Administrative Assistant Supervisor. This position will serve as primary administrative support as well as principal liaison for the Assistant Vice President for Finance and Budget/Controller of the Penn State College of Medicine (COM). The position will also provide backup support to the Dean’s Executive Assistant as needed to ensure continuity of administrative support within the Dean’s Office.

Responsibilities

  • Providing executive, administrative, and advisory support in all facets of the organization
  • Managing the Assistant Vice President's calendar and travel schedule
  • Overseeing daily functions and operations of the Office of Finance and Budget to include, but not limited to, communications, reports, and databases
  • Managing work responsibilities to assist the Assistant Vice President for Finance and Budget/Controller in their duties and University commitments
  • Written communication to coordinate, develop and distribute highly sensitive and confidential information and materials to multiple internal stakeholders; the Office of the Senior Vice President for Finance and Business/Treasurer (University Park); Dean's Office; the University Board of Trustees Office, and Penn State Health Board of Directors Office
  • Managing special projects assigned by the Assistant Vice President for Finance and Budget/Controller to support University Finance and Business and College of Medicine strategic initiatives
  • Work collaboratively with the Senior Vice President of Finance and Business office to coordinate on site visits at the COM
  • Managing several COM Finance and Business projects to include planning and executing several Finance and Business annual events as well as a quarterly Finance and Business newsletter
  • Supervise and oversee administrative support staff
  • Provide backup support to the Dean’s Executive Assistant as needed, including assistance with executive scheduling, meeting coordination, communications, and other administrative priorities to ensure continuity of support within the Dean’s Office

Requirements

Associate Degree and 4+ years of relevant experience, or an equivalent combination of education and experience. Bachelor's Degree preferred.

Required clearances: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check.

Skills

  • Excellent written and verbal communication skills, including the ability to prepare and distribute sensitive and confidential information.
  • Strong organizational and time management skills with the ability to manage calendars, travel, meetings, deadlines, and competing priorities.
  • Professional judgment, discretion, and confidentiality when working with executive leadership and key internal and external stakeholders.
  • Ability to build and maintain effective professional relationships across the College of Medicine, Penn State Health, Penn State University, and external offices.
  • Project management skills, including planning, coordinating, and executing special projects, events, reports, databases, and newsletters.
  • Leadership and supervisory skills to support, guide, and oversee administrative support staff.
  • Ability to work independently, anticipate needs, solve problems, and support day-to-day operations in a fast-paced executive office environment.
  • Demonstrated ability to exercise a high degree of discretion, confidentiality, and sound judgment when handling sensitive financial, personnel, executive, and institutional information.

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.

Pay

The salary range for this position, including all possible grades, is $49,188.00 - $71,340.00.

Schedule

This is an in-person, on-site position Monday - Friday based at the College of Medicine in Hershey, PA. Appro

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