Administrative Assistant to the Vice Dean

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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 Administrative Assistant to Vice Dean of Diversity, Equity & Belonging provides administrative support directly to the Vice Dean at the College of Medicine; coordinates of a variety of high-level, confidential, and sensitive internal and external communications; manages complex projects and events, coordinates travel arrangements, meeting logistics, equipment purchases, and budgetary expenditures; develops and maintains positive liaison relationships with various internal and external stakeholders including employees, executives, trustees, legislators, faculty, students, donors, alumni and the general public.

This position requires intermediate level knowledge of administrative principles, project coordination, and the ability to complete complex assignments. It involves integrating elements from multiple disciplines into work tasks and managing responsibilities with a high degree of independence. The successful candidate must demonstrate a commitment to professionalism and outstanding service and engagement.

Key responsibilities include, but are not limited to:

• Provide direct executive administrative support to the Vice Dean by managing complex calendars, confidential files, scheduling and coordinating meetings and events for internal teams, national boards, and a top-level advisory board, prioritizing requests, and handling internal and external communications.
• Coordinate travel arrangements and logistics for the Vice Dean and office.
• Research and draft executive-level or high-impact communications, such as talking points, speech scripts, intermediate-level PowerPoint presentations, and responses to confidential inquiries.
• Foster positive liaison relationships with various internal and external customers including employees, executives, trustees, legislators, faculty, students, donors, alumni and the general public.
• Support strategic planning processand manage complex projects, events and programs.
• Coordinate with multiple units to assist in the resolution of issues and/or concerns; refer to appropriate University department(s) and/or resources.
• Coordinate with financial analyst on complex financial matters; manage budget expenditures, prepare and monitor budget information, and perform analysis using intermediate/advance level spreadsheets and databases.
• Assist with consulting agreements and contracts; maintain record and data systems; retrieve, compile, and generate reports at the request of the Vice Dean.
• Supports the events and activities for all levels of the unit.
• Coordinate daily operations, manage administrative workflows, and support office logistics (coordinate equipment, office supplies, and space needs).
• Greet visitors and serve as a first-line liaison to internal and external contacts.
• May supervise, train, and provide performance input for assigned support staff.

This role frequently uses a variety of software and applications, including Microsoft Office 365 (with intermediate to advanced proficiency in Outlook, Word, Excel, PowerPoint, and MS Teams, Forms), ZOOM, Book It, SAP Concur, Infor, and SIMBA. Ideal candidates will be detail-oriented, possess strong planning and organizational skills, and demonstrate the ability to handle high-level interactions with professionalism and discretion. The successful candidate will be expected to produce high-quality work and communicate clearly and accurately-both verbally and in writing-while maintaining a high level of confidentiality and professionalism. A candidate should have experience working independently as well as collaboratively with office staff, students, workforce members, administrators, and external partners. Local and regional travel will be required to support meetings and events.

This is an in-person role in Hershey, PA.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

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 814-865-1473.

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