Administrative Support Assistant 3
College of Medicine
1d ago


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The Department of Psychiatry and Behavioral Health at Penn State’s College of Medicine is seeking an Administrative Support Assistant 3 to support research operations and the Vice Chair for Research.

Research within the department has grown significantly over the last several years, and this trajectory is expected to continue.

Therefore, a strong administrative support professional is needed who possesses : (1) the ability to learn complex concepts and apply this knowledge to various processes and procedures, (2) the ability to work independently while proactively managing multiple projects / competing priorities, yet function in a collaborative team environment, (3) excellent oral and written communication skills, and (4) good judgment, decision-making, and attention to detail.

Duties include :

  • Support faculty in developing grant submission by seeking out funding opportunities and communicating these to the department, and by providing proposal editorial assistance.
  • Respond to faculty, trainee, and staff questions / issues regarding departmental and institutional research policies, processes, and procedures.
  • Support faculty in submitting manuscripts for publication by providing scientific article editorial assistance.

  • Assist the department Institutional Review Board coordinator with providing guidance to faculty and trainees regarding preparing and revising submissions for ethical review.
  • Create, edit, format, and maintain research files, databases, reports, and applications (e.g. research productivity, scholarly activity.
  • Develop research reports from multiple databases. Assist with promotion and tenure process by collecting and organizing research accomplishments.

    Contribute to web page content and submit web page edits.

  • Assist Proposal and Award Generalists in collecting and organizing materials for grant / proposal preparation and scientific committee approval.
  • Compile and organize information from various sources to develop agendas, meeting materials, meeting minutes, and reports for a variety of research committees.
  • Schedule meetings for Vice Chair of Research including a variety of research committees. Track agenda items.

  • Track deadlines / obtain documentation for research activities, including progress reports and grant extension requests.
  • Compose letters, memos, reports, and draft reports, newsletters, policies. Submit research poster orders. Draft / assemble forms for recruitment of research personnel.
  • Assist with planning and coordinating moderately complex projects. Analyze various research processes to recommend process improvements including researching potential software improvements.
  • High School Diploma or higher and 2+ years’ related experience or an equivalent combination of education and experience required.

    Associate’s degree or higher preferred. Experience with Survey Monkey, RedCap, Endnote, Smartsheet, Scival, PURE, Scopus, and Activity Insight desired.

    Familiarization with Institutional Review Board and grant / awards processes a plus. Excellent writing / editing skills and advanced skill level with Microsoft Office Suite and Adobe Acrobat Pro essential.


    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 .

    Employment with the University will require successful completion of background check(s) in accordance with University policies.

    Penn State is an equal opportunity, affirmative action employe

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