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.

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POSITION SPECIFICS​

The Huck Institutes of the Life Sciences is seeking to hire an Administrative Assistant – Senior Support to primarily support the Director of the Huck Institutes.

The Administrative Assistant will provide primary administrative support to the Director of the Huck Institutes and act as the first point of contact for the Director's office. In addition, the successful candidate will provide administrative support to the Huck Associate Directors. This entails but is not limited to, heavy scheduling of day-to-day operations, coordination and preparation of meetings/events, arranging complex travel both international and domestic, proofreading of correspondence, and maintaining confidential information.

Responsibilities include the following:

• Receive, process and maintain confidential and/or sensitive information and materials
• Arrange meetings, seminars, workshops, conferences, etc.
• Receive, verify and validate information; greet visitors; obtain/provide assistance, information or refer
• Act as the Institute’s HR liaison who attends monthly HR update meetings, requests Hiring Exception Requests, and manages job requisitions from beginning to end in Workday
• Serve as the Huck Institutes’ timekeeper in Workday
• Serve as the Institute’s parking chair
• Initiate and process a variety of financial/human resources forms in Workday; approve as authorized
• Create and reconcile p-card reports in SAP Concur on behalf of the Director and others
• Responsible for the distribution of incoming and outgoing mail; open, sort, and prioritize mail
• Book conference rooms, create event agendas, and take minutes as needed for Huck events and/or meetings organized by the Director or an Associate Directors of the Institute
• Recommend changes in policy and procedures
• Assemble pertinent background material for meetings, reports, correspondence, etc.
• Serve as a resource for all administrative duties and point of contact for administrative needs of the Heads of Departments
• Coordinate and/or manage a wide variety of special projects

 

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepte