Administrative Assistant – Public Health Sciences

APPLICATION INSTRUCTIONS:

CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0BqsU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/ApplicationProcessforExternalApplicationsNon-PennStateEmployees.pdf) .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Public Health Sciences (PHS) in the College of Medicine, in Hershey, PA, invites applications for an Administrative Support Assistant to assist in managing the daily operational activities for a large multicenter research consortium funded by the National Institutes of Health (NIH) where PHS serves as the Data Coordinating Center (DCC). Eight medical centers serve as the recruitment clinical centers for the consortium (five in the USA, two in the United Kingdom, and one in Australia). The successful candidate must be highly organized, detail-oriented, possess strong communication skills, and demonstrate the ability to work both independently and within team settings. This position will report directly to the Principal Investigator and the Project Manager of the DCC.

Responsibilities include, but are not limited to:

Providing general administrative support to the DCC including answering phone calls, coordinating and scheduling meetings, managing directory listings, and posting information to the consortium’s secure website.

Assisting with the coordination of remote and in-person meetings and other events.

Onboarding and certification of study team personnel at the clinical centers.

Scheduling the educational intervention sessions for study participants at the five USA clinical centers.

Creating and maintaining files, databases, and reports.

Serving on various committees, preparing meeting agendas, and drafting meeting minutes.

Ordering and distribution of study supplies and equipment.

Assisting with the collection and organization of materials for grant proposals, manuscript submissions, and other purposes as needed.

Serving as a liaison between the DCC, NIH program officers, and clinical site personnel.

The Administrative Support Assistant will frequently use the following software and applications: Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint) as well as those specific to internal departmental operations (Data Management System, PAINS, Qualtrics, etc.).

Education and Experience: This position requires a minimum education of an Associate’s Degree plus 4 or more years of related experience or an equivalent combination of education and experience.

Additional preferred qualifications include:

Excellent communication, time management, and interpersonal skills

Detailed-oriented and driven to provide excellent customer service

Ability to work independently and as a member of a team

Outstanding organization skills

Demonstrated ability to be proactive and take initiative

This is a limited-term position funded for one year from date of hire, with possibility of refunding.

This position will offer the opportunity for flexible work arrangements and be considered a hybrid (remote and in-person) position. Weekly in-person office presence will be expected for at least 1-2 days of the Monday-Friday work week.

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:

$42,100.00 – $61,000.00

Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) – additional information on Penn States job and salary structure.

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 (https://police.psu.edu/annual-security-reports) .

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

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action 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.

Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)

PA State Labor Law Poster

Affirmative Action (https://policy.psu.edu/policies/hr11)

Penn State Policies

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