Administrative Assistant - Comparative Medicine

at  Penn State University

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Comparative Medicine, Penn State College of Medicine in Hershey, PA is seeking an Administrative Assistant with excellent interpersonal, organizational, and technology skills. This position will work in support of the department’s academic and service missions.

Preferred qualifications:

• Knowledge of Microsoft Office 365 systems (Teams, Word, Excel, Forms, SharePoint, OneDrive, etc.)
• Knowledge of standard office procedures
• Excellent interpersonal and communication skills, computer skills, attention to detail, and confidentiality are essential
• Demonstrated success in an office environment where organizational skills are crucial to be effective
• Experience with software systems such as Concur, SIMBA, Work Day or similar systems
• Ability to work with a high level of professionalism, both independently and collaboratively, as a member of a team
• Demonstrates a genuine appreciation for working with diverse population

Plan, organize, support, and coordinate daily office activities and administrative processes within the Department of Comparative Medicine.

• Provide administrative support for the Chair and six faculty members.
• Prepare correspondence, justifications, and reports as requested.
• Maintain appointment calendars, schedule meetings, and maintain room scheduling through BookIt.
• Relay messages from outside callers and respond to requests, as necessary.
• Act as liaison when Chair is unavailable to comment or respond.

Financial and accounting duties:

• Collaborate with the department’s Financial Analyst in overseeing two budgets. Provide information and prepare quarterly reports for the FA.
• Monitor department accounts for income and spending transactions; provide cost projections for budget periods.
• Review expenses and provide back-up documentation for audits. Approve electronic expenditure requests.
• Consult with vendors about purchases; prepare requisitions; oversee deliveries; track and inspect received goods; resolve purchasing issues; and approve payment of invoices.

Research support:

• Prepare narratives and spreadsheet data for projects
• Communicate with Research Affairs re: procedures and advice with projects.
• Initiate appropriate electronic forms for grant awards and contracts.
• Establish accounts and monitor grant funds.

Support, and coordinate the daily office activities and administrative processes for the Animal Resource Program.

• Provide administrative support for the Manager, Animal Care Supervisor, and Laboratory Supervisor.
• Assist with staff recruitment efforts.
• Retrieve voice mail call-offs and notify the Supervisor/Manager of absences.
• Prepare payroll and salary schedules.
• Assist with Work Day approval of electronic timesheets for co-workers.
• Maintain personnel records.
• Coordinate meetings and provide administrative support as needed.

Clerical duties:

• Open and close office.
• Answer telephones.
• Oversee file management system and provide electronic files/folders as requested.
• Distribute mail.
• Meet and greet office visitors as necessary.

Education and Experience Requirements:
This position will be filled at the Intermediate or Senior Support level. Minimally requires a High School Diploma/GED or Vocational Training/Degree and 2+ years of relevant experience. Additional experience and/or education and competencies are required for higher level jobs.

Preferred qualifications:

• Knowledge of Microsoft Office 365 systems (Teams, Word, Excel, Forms, SharePoint, OneDrive, etc.)
• Knowledge of standard office procedures
• Excellent interpersonal and communication skills, computer skills, attention to detail, and confidentiality are essential
• Demonstrated success in an office environment where organizational skills are crucial to be effective
• Experience with software systems such as Concur, SIMBA, Work Day or similar systems
• Ability to work with a high level of professionalism, both independently and collaboratively, as a member of a team
• Demonstrates a genuine appreciation for working with diverse populations

Employment will require successful completion of background check(s) in accordance with University polices.
The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.
The salary range for this position, including all possible grades is:
$38,300.00 - $61,000.00
Salary Structure - additional information on Penn State’s job and salary structure.