Administrative Support Coordinator 4 (Administrative Support Coordinator to the Huck Director)
Penn State University
- University Park Campus
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- 04 – H – Exempt
- Work Unit:
- Office of the Vice President for Research
- Huck Institutes of the Life Sciences
- Full/Part Time:
The Huck Institutes of the Life Sciences is seeking a high performing, enthusiastic, well organized and self-motivated administrative professional to provide primary support to the Executive Director of Huck. The Huck Institutes is the largest Research Institute at Penn State University providing support to over 120 co-hired faculty across eight colleges, multiple departments, five institutes, 18 centers of excellence, eight interdisciplinary graduate degree programs, and ten shared technology (core) facilities. The successful candidate will serve as the first point of contact in the Director’s Office. This position interacts daily with internal University and College leadership officials, faculty and staff, as well as other external constituents and stakeholders. Responsibilities will include, but are not limited to: Manage the Director's extensive calendar; schedule meetings and arrange all related logistics; compile and organize data, agendas and other meeting materials for high-level advisory boards and committees; prepare the Director for meetings/events by assembling background/briefing materials; oversee and coordinate special events and projects; assist the Director with prioritizing requests and managing deadlines; assist Associate Director(s) with maintaining calendars and scheduling meetings as needed. Additional responsibilities include coordinating domestic and international travel for the Director and all related logistics; prepare agendas, travel itineraries and background materials; track and follow-up on items prior to travel; coordinate with hosts and/or other units on travel costs; assembling travel expenses and receipts upon completion of trip and enter travel reimbursement into the Employee Reimbursement System (ERS). As the Director’s representative, the administrator will compose, edit, and proofread correspondence and confidential information, including letters, reports, reviews, forms, and collect and compile data and supporting materials for University reports. The position will also provide backup support to multiple staff members as needed; maintain office inventory and approve CollegeNET event requests. This position requires excellent critical thinking and interpersonal skills as well as strong written and oral communication skills. A strong capacity for customer service, conscientious attention to detail, excellent organization, and time management abilities to proactively multi-task in a fast-paced, busy environment are essential. Consistent high quality and thoroughness of work is crucial. A proven track record of exercising discretion and independent, excellent judgment, while managing confidential information is vital. Excellent computer skills, including proficiency in all Microsoft Office applications and the ability to learn new software applications, are essential. Typically requires an Associate's degree or higher plus four years of related experience, or an equivalent combination of education and experience. Prior experience with IBIS and Employee Reimbursement Sysytem(ERS) is preferred.
These salary bands have been established to provide salary guidelines for staff positions.