Administrative Support Coordinator 2
Penn State University
- College of Medicine at the Milton S. Hershey Medical Center
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- 02 – F – Non-exempt
- Work Unit:
- Penn State College of Medicine
- Office of the Vice Dean for Research and Graduate Studies
- Full/Part Time:
Answering to the Financial Manager of the OVDRGS: Perform in a lead support capacity to provide shared support, with one other administrative coordinator for: Office of Research Affairs, Human Subjects Protection Office, Clinical Trials Faculty Lead, Research Development, Physician Scientist Training Program, and other OVDRGS administrative functions as needed; establish and assign priorities across these areas; ensure schedules are maintained and deadlines are met for shared service stakeholders outlined above; develop processes and procedures for administrative workflow management; assist with financial processing and reconciliation activities on behalf of the groups above; provide support for budgeting and forecasting for teams and provide updates to Ops Director and Financial Manager as needed; assist in interviewing, hiring, and evaluating support staff for various OVDRGS teams above as needed; coordinate on-boarding and orientation needs for new hires across the OVDRGS portfolio; receive, process and maintain confidential and/or sensitive information and materials; arrange meetings, seminars, workshops, conferences, etc. Resolve issues among faculty and staff as needed. Receive, verify and validate information; greet visitors; obtain/provide assistance, information or refer. Maintain office files, procedures, and manuals; maintain distribution lists and/or databases, verify and enter information for OVDRGS portfolio areas outlined above. Initiate and process a variety of financial/human resources forms; approve as authorized. Maintain calendars and schedule/cancel appointments. Responsible for the distribution of incoming and outgoing mail; open, sort, and prioritize mail. Screen and direct telephone communications pertaining to work unit activities; act on routine requests. Coordinate travel arrangements, prepare itinerary, prepare and submit travel expense documents. Attend meetings; record, transcribe, and distribute meeting minutes. Act as liaison to internal and external contacts; answer inquiries and respond to and/or resolve a variety of issues. Recommend changes in policy and procedures. Maintain and/or monitor budgets. Meet with sales representatives; research, obtain quotes, purchase, and/or recommend equipment purchases; assemble pertinent background material for meetings, reports, correspondence, etc. Research, compile, and review information for various projects and reports; prepare and distribute reports, applications or other literature; proofread and coordinate printing of various forms; prepare layout and type new/revised forms, reports, publications, flyers, journals and manuals, obtain pricing and coordinate approval process; assemble and arrange for distribution of printed materials; develop presentations and meeting materials; develop meeting agendas; draft copy for marketing materials, web pages, or other communications mediums as needed; inventory and order supplies. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience.
These salary bands have been established to provide salary guidelines for staff positions.