Executive Assistant - Dean College of Medicine

Position: Executive Assistant - Dean of the College of Medicine
Location: University Park

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, see Notice to Out of State Applicants.

POSITION SPECIFICS

The Dean of the College of Medicine is seeking an Executive Assistant in Hershey, PA.

As Executive Assistant, the position will be responsible for providing high-level administrative support to the Dean of the College of Medicine. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information with confidentiality. The Executive Assistant will manage the Dean's schedule, coordinate meetings and events, handle correspondence, and act as a liaison between the Dean and various stakeholders.

Reporting to the Chief of Staff, this role will collaborate with other senior leaders in the College of Medicine (COM) to ensure the successful execution of committee and project priorities set by the Office of the Dean. Additionally, this role is responsible for tracking outcomes and conducting analysis, as well as providing administrative support to the Office of the Dean.

Situated within the Dean's Office, this position offers specialized services, gathers, and analyzes data and information, drafts reports, prepares presentations, , manages coordination, and provides administrative support for initiatives led by the Dean. These initiatives may involve interaction with senior leaders both internally and externally, including the administrative offices of the University Dean, the office of the Provost and President.

General

Key Responsibilities

Reporting to the Chief of Staff, the executive administrator will:

Schedule management:
Efficiently manage the Dean's calendar, including scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate conflicting commitments to optimize the Dean's time.

Correspondence and Communication:
Handle incoming communication, including emails, phone calls, and written correspondence. Draft and edit correspondence on behalf of the Dean, ensuring accuracy and professionalism.

Meeting Coordination:
Coordinate meetings and briefings for the Dean, including agenda preparation, attendance tracking, and logistical arrangements. Provide necessary materials and ensure the Dean is adequately prepared for all engagements.

Travel Coordination:
Arrange domestic and international travel for the Dean and accompanying staff. Coordinate transportation, accommodations, visas, and other logistics to ensure smooth and efficient travel experiences.

Information management:
Maintain organized records and files, both physical and digital, related to the Dean's activities, initiatives, and correspondence. Ensure information is easily accessible and secure.

Event Planning:
Assist in the planning and execution of official events, ceremonies, and functions involving the Dean. Coordinate with internal staff, external partners, and vendors to ensure successful outcomes.

Liaison and Representation:
Serve as a primary point of contact for internal and external stakeholders seeking access to the Dean. Represent the Dean's office with professionalism and diplomacy in interactions with government officials, business leaders, and the public.

Confidentiality and Discretion:
Handle sensitive information with the utmost confidentiality and discretion. Maintain strict confidentiality protocols and exercise sound judgment in all communications and interactions.

Administrative Support:
Provide general administrative support to the Dean's office as needed, including drafting documents, preparing presentations, and performing other tasks to facilitate the efficient operation of the office.

* Manage special projects as assigned by the Dean.

* Provide business process improvement support to the Office of the Dean

Professional

Qualifications:

* Bachelor's degree

* 10+ years experience in executive support roles, preferably in an academic health system.

* Exceptional organizational and time management skills, with the ability to prioritize tasks effectively.

* Outstanding communication skills, both written and verbal, with a high level of professionalism.

* Proficiency in office productivity software such as Microsoft Office Suite, Adobe Acrobat and calendar management tools.

* Managerial acumen to build effective and inclusive working partnerships, both internally and…