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Part-time Administrative Assistant

4 months ago

Hershey, United States Penn State University Full time

**JOB DESCRIPTION AND POSITION REQUIREMENTS**:
The Penn State College of Medicine, Department of Heart and Vascular Institute in Hershey, PA is seeking a part time Administrative Assistant.

**Duties include**:
**Processing of HVI COM new hires **. This includes creating and submitting the proper documentation for the following:

- Hiring exceptions and JRW
- Job posting
- Sending bids to PI
- Setting up interviews
- Setting up site visits for faculty recruits
- Hiring processes and paperwork
- Assisting with onboarding - serve as the main contact for new hires. This includes working with new postdocs, research scientists, staff. Assisting with housing support, and necessities of living in their new apartment. This is extensive with new faculty recruits, as they often bring a number of trainees and laboratory staff.
- **J-1 and H-1B visas (and renewals)**
- Application initiation
- Ordering checks for visa processing in SIMBA
- Work closely with HR as well as J Scholars Advising and Faculty Advising staff to ensure visas are processed correctly and scholars are following the visa regulations.
- **Yearly reappointments (both on cycle and off cycle)**
- Sending letters out to staff for their signature
- Answering questions
- Obtaining Director signature and sending back to HR
- Promotions - these are done by creating a new position at a higher level and hiring the employee into that new position.
- **Separations**
- Paperwork processing
- Off-boarding
- **Workstudy students**
- Sending out notices for faculty who want a summer workstudy student
- Submitting their job openings
- Job posting process, submitting bids to PI (unless they already have a student in mind)
- Hiring paperwork
- Onboarding
- Either approving or entering weekly hours for each student and sending backup to FA
- Processing separation paperwork at the end of the summer.
- This process often involves faculty outside of the Basic Science group (i.e., Foy, Nudy)
- **Workday support**:

- Approving time off and time worked for many staff employees
- Approving part time hours for employees and sending backup to FA
- General Workday support
- **Serving as the primary contact person for general questions **by HVI COM employees. Liaising with offices across PSU to help answer questions.

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.

**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