Administrative Assistant – Huck Institutes of the Life Sciences

Reference #: REQ0000061225
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JOB DESCRIPTION AND POSITION REQUIREMENTS:
The Huck Institutes of the Life Sciences is seeking to hire an Administrative Assistant to join the Directors Office team. This candidate will be primarily responsible for providing administrative support to our Director for Strategic Initiatives and the centers and institutes under the Huck. The successful candidate will also serve as back-up to the Assistant to the Director.

Responsibilities: The duties include but are not limited to the following:
Responsible for the distribution of incoming and outgoing mail; open, sort, and prioritize mail.
Manage applicable Listservs and contact lists.
Provide basic administrative support to Huck Institutes research center directors.
Create p-card reconciliation reports in SAP Concur, create some shopping carts in ShopOnlion, process transactions in Workday and assist with cash deposits
Serve as Hucks central travel arranger – Hold a Travel Arranger p-card and assist Huck research faculty in planning all aspects of travel as well as organizing visitor travel and itineraries
Arrange functions such as seminars, workshops, and banquets including travel, lodging, meals, etc.
Assist with event planning as needed – Book conference rooms, create event agendas, and take minutes as needed for Huck workshops organized by the Director of Huck and the Associate Director for Strategic Initiatives
Assemble pertinent background material for meetings, reports, correspondence, etc.
Serve as back up Timekeeper
Initiate and process a variety of financial/human resources forms in Workday; approve as authorized
Receive, process, and maintain confidential and/or sensitive information and materials.
Complete filing and record retention exercises based on University record retention policy
Assist in maintaining Director and Associate Directors calendar(s) and task list(s); coordinate schedule with internal and external contacts; schedule/cancel appointments, as needed
Coordinate and/or manage a wide variety of special projects

Education and Experience: This position will be filled at the level of Administrative Assistant – Intermediate Support and at the minimum, requires a High School degree or vocational training/degree and 2 years of related experience, or an equivalent combination of education and experience.

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.

Penn State offers competitive benefits to full-time employees, including medical, dental, vision, and retirement plans, in addition to tuition discounts (75% discount for spouse and children), and paid holidays. Please visit https://hr.psu.edu/current-employee/benefits for more detailed information.

The salary range for this position, including all possible grades is:
$38,300.00 – $55,500.00

Salary Structure – additional information on Penn States job and salary structure.

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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.

Employment with the University will require successful completion of background check(s) in accordance with University policies.

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