Executive Administrator

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. JOB DESCRIPTION AND POSITION REQUIREMENTS: As Executive Administrator, the position will be responsible for providing high-level administrative support to the Dean of the College of Medicine. This position requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information with confidentiality. The Executive Administrator will manage the Dean's schedule, coordinate meetings and events, handle correspondence, and act as a liaison between the Dean and various stakeholders. Reporting directly to the Dean, this role will collaborate with other senior leaders in the College of Medicine (COM) to ensure the successful execution of committee and project priorities set by the Office of the Dean. Additionally, this role is responsible for tracking outcomes and conducting analysis, as well as providing administrative support to the Office of the Dean. Situated within the Dean's Office, this position offers specialized services, gathers, and analyzes data and information, drafts reports, prepares presentations, tracks financials, manages coordination, and provides administrative support for initiatives led by the Dean. These initiatives may involve interaction with senior leaders both internally and externally, including the administrative offices of the University Dean and the office of the Provost. General Key Responsibilities Reporting to the Dean of the College of Medicine, the executive assistant will: Schedule management: Efficiently manage the Dean's calendar, including scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate conflicting commitments to optimize the Dean's time. Correspondence and Communication: Handle incoming communication, including emails, phone calls, and written correspondence. Draft and edit correspondence on behalf of the Dean, ensuring accuracy and professionalism. Meeting Coordination: Coordinate meetings and briefings for the Dean, including agenda preparation, attendance tracking, and logistical arrangements. Provide necessary materials and ensure the Dean is adequately prepared for all engagements. Travel Coordination: Arrange domestic and international travel for the Dean and accompanying staff. Coordinate transportation, accommodations, visas, and other logistics to ensure smooth and efficient travel experiences. Information management: Maintain organized records and files, both physical and digital, related to the Dean's activities, initiatives, and correspondence. Ensure information is easily accessible and secure. Event Planning: Assist in the planning and execution of official events, ceremonies, and functions involving the Dean. Coordinate with internal staff, external partners, and vendors to ensure successful outcomes. Liaison and Representation: Serve as a primary point of contact for internal and external stakeholders seeking access to the Dean. Represent the Dean's office with professionalism and diplomacy in interactions with government officials, business leaders, and the public. Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and discretion. Maintain strict confidentiality protocols and exercise sound judgment in all communications and interactions. Administrative Support: Provide general administrative support to the Dean's office as needed, including drafting documents, preparing presentations, and performing other tasks to facilitate the efficient operation of the office. Where strategically appropriate, supervise additional direct reports or offices that serve the college. Manage special projects as assigned by the Dean. Provide business process improvement support to the Office of the Dean Professional Qualifications: Advanced degree in Business Administration, Public Administration, Health Science, or related field preferred. (master's degree preferred) 6+ years experience in executive support roles, preferably in an academic health system. Exceptional organizational and time management skills, with the ability to prioritize tasks effectively. Outstanding communication skills, both written and verbal, with a high level of professionalism. Proficiency in office productivity software such as Microsoft Office Suite, Adobe Acrobat and calendar management tools. Managerial acumen to build effective and inclusive working partnerships, both internally and externally. Outstanding organizational skills with ability to multitask Action and solution oriented Discretion and confidentiality in handling sensitive information and communications. Ability to work effectively under pressure and adapt to changing priorities in a fast-paced environment. Strong interpersonal skills and the ability to work collaboratively with diverse stakeholders. Flexibility to work occasional evenings and weekends as needed. PERSONAL QUALITIES: Outstanding critical thinking and judgment, strong organizational skills, and the ability to be both confident and diplomatic in a complex environment. Managerial acumen to build effective and inclusive working partnerships, both internally and externally, to support the COM mission, vision, and strategic initiatives. Action and solution oriented. Strong interpersonal and listening skills to communicate with a wide range of constituents. Job Specific Duties Include, but not limited to: Preparation of draft materials specific to key initiatives. Direct communication with involved departments at the COM, PSH, PSMSHMC and the University at large. Creation of deliverables (output reports, recommendations, powerpoint presentations), taking and distribution of meeting minutes, creation, and distribution of review materials for meetings. Management of the Dean's office structure to maintain continuity throughout the office and the staff. Day- to-day management with the staff weekly to review work priorities and execution goals as dictated by the COM Dean. This role also manages the invoice review and processing for external contractors. Meeting scheduling and agenda preparation Participate in regular meetings with staff and personnel who directly interact with the office of the dean. Coordinate initiatives identified by the Dean. Scheduling of initiative projects or programs being driven by the Dean's office in conjunction with the identified leaders. Communicate regularly with executive sponsors and stakeholders. Serve as liaison to operational units (at COM and University Park) that are impacted by the initiatives and projects, depending on scope of the work and deliverables. Collect information for data gathering for key stakeholder groups. To be considered for this role you are required to include a resume/CV and a cover letter outlining why you feel you would be the best candidate for this role. The following clearances must be successfully completed for this position: Pennsylvania State Police Criminal Background Check Pennsylvania Child Abuse History Federal Bureau of Investigation (FBI) Criminal Background Check 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 pay range for this position, including all possible grades is: $76,700.00 - $115,100.00 Salary Structure - additional information on Penn State's 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. 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. 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