Administrative Assistant - Family and Community Medicine

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.

This position is funded for 12 months; continuation past 12 months will be based on university need, performance, and/or availability of funding.

The Penn State College of Medicine, Department of Family and Community Medicine in Hershey, PA is seeking a candidate for an Administrative Support position. The Administrative Support candidate will be a detailed oriented and organized individual who will provide administrative and professional support. This position will perform administrative tasks with minimal supervision.

The successful candidate will be responsible for the following:

• Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures
• Create, organize, and maintain files, records, and databases
• Serve as a primary point of contact for students, faculty, staff, fellows, and external partners
• Compose, review, and distribute internal and external communications
• Maintain calendars, schedule meetings, and coordinate appointments
• Provide support for scheduling travel arrangements
• Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials
• Review, edit, and format reports, presentations, and correspondence
• Collect and organize data, including budgetary and operational information
• Compile and maintain records to support departmental and institutional reporting needs
• Track expenditures and assist with budget preparation and projections
• Initiate financial transactions, reimbursements, and budget revisions in accordance with policies
• Maintain inventory and order office supplies
• Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, and coordinate across teams

Understanding of our financial system, SIMBA as well as SAP Concur and Shop Onlion preferred but not required.

REQUIRED:

General Equivalency Diploma (GED) or High School (HS).

IF FILLED AS ADMINISTRATIVE ASSISTANT - SUPPORT, THIS POSITION REQUIRES:
General Equivalency Diploma (GED) or High School (HS) No prior relevant work experience required Required

Certifications:

None.

IF FILLED AS ADMINISTRATIVE ASSISTANT – INTERMEDIATE SUPPORT, THIS POSITION REQUIRES:
General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience;
Relevant education accepted in lieu of experience Required

Certifications:

None.

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.

The salary range for this position, including all possible grades, is $36,888.00 - $58,836.00.

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.

Pursuant to the Jeanne Clery…