Administrative Support Assistant 3
Penn State University
- College of Medicine at the Milton S. Hershey Medical Center
- Date Announced:
- Date Closing:
- Job Number:
- Level/Salary Band:
- 03 – F – Non-exempt
- Work Unit:
- Penn State College of Medicine
- Continuing Education
- Full/Part Time:
The position provides support to the continuing medical education conference planners. Responsibilities will include, compile, prepare, and proofread conference and registration supplies, including name badges, certificates, labels, mailing lists, and signs. Compose and edit correspondence, schedules, outlines, registration acknowledgments, etc. Handle confidential information according to established policy. Conduct conference registrations at both on-campus and off-campus locations. Prepare receipts for money received; ensure that fiscal procedures are followed. Handle on-site requests and changes. Issue attendance certificates. Compile, prepare, proofread, and arrange printing of handout materials. Develop handouts related to accreditation requirements. Work with conference planners and faculty to ensure accurate and timely development, printing, and delivery of course materials. Review for compliance with University and accreditation standards. Use various computer applications in support of conferences, including Microsoft Office suite and specialized registration software. Gather and edit speaker slides as requested to comply with audiovisual requirements and accreditation content-related guidelines. Use PowerPoint and Audience Response System software. Update web pages. Assist in gathering and implementing audiovisual needs for conferences. Design evaluation forms and use scanning software and on-line evaluation tools to compile responses and prepare outcomes reports. Handle a high volume of public contact to provide information and advice to faculty, invited speakers, conference registrants, employees, visitors, and the general public about policies and procedures concerning conference details, registration process, continuing professional education credits, health-care professional licensure requirements, and continuing medical education accreditation requirements. Conferences include regional, national, and international audiences and venues. Serve as liaison with other University departments and external groups to ensure successful delivery of programs. Arrange travel for staff, faculty, and presenters in accordance with University policies. Prioritize and manage work schedule and anticipate problem areas. Compose correspondence and reports, maintain files. Create and maintain information on conferences, faculty, and participants. Process and verify registrations, attendance, and professional credits in database registration system, Verify income, monitor registrations. Compile and retrieve information for detailed summary. Complete and submit applications for various continuing professional education credits. Maintain records and information, issue credit certificates and records, complete follow-up documents and submit to accrediting agencies. Participate in program planning meetings with supervisor, other office staff, and clients to coordinate conference details and provide post-conference wrap-up. Prioritize and manage conference details, anticipate and solve problems. Follow up on problems and assist as necessary in supervisor’s absence. Purchase course supplies and services according to University policy. Review and submit bills for payment including hotel fees, conference meal costs, speaker honoraria, travel reimbursement, and brochure printing and mailing. Use Employee Reimbursement System to submit travel expenses for visitors. Gather appropriate forms and documents to reimburse travel and honoraria in compliance with policy. Maintain budget records, post conference income and expense. Prepare related reports. Compile documentation and reports as needed to retain accreditation by the Accreditation Council for Continuing Medical Education, including conflict of interest disclosure, faculty CV’s, evaluation summaries. Standard work hours are M-F, 8:00 a.m.-5:00 p.m., with some evening and weekend work required 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.