Administrative Assistant, Alumni Association Strategic Communications

Penn State University; University Park (IL); On-site; USD 37,000 - 59,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Retirement plans

75% tuition discount

Job summary

Penn State Alumni Association Marketing team is seeking an Administrative Assistant to support communications, project tracking, reporting, travel arrangements, and invoice processing. The role reports to the Executive Director of Marketing and emphasizes collaboration and detail-oriented administration.

The successful candidate will bring strong organizational skills, teamwork, and a proactive approach to supporting a large alumni community and fundraising efforts.

Qualifications

• Attention to detail and strong organizational skills.
• Ability to coordinate multiple projects simultaneously.
• Positive attitude and willingness to take on new challenges.
• Exemplary interpersonal and communication skills.
• Demonstrated commitment to diversity, equity, and inclusion.
• Proficiency in Microsoft Office and comfort working with technology.
• A proven ability to self-motivate, and to work independently and as part of a team.
• A commitment to professional development and a desire to learn.

Responsibilities

• Provide support to Marketing Team, including copyediting and updating content in publications and online.
• Monitor email distribution schedules and scheduling project kickoff meetings.
• Develop and maintain reports including program performance metrics and budget reports.
• Arrange staff travel and develop reimbursement reports.
• Process and reconcile invoices.
• Provide general administration including calendars, meetings, agendas, and meeting minutes.
• Provide backup support to other administrative staff as needed.

Skills

Attention to detail

Organizational skills

Project coordination

Interpersonal skills

Diversity & inclusion

Microsoft Office

Self-motivation

Teamwork

Education

GED or HS

Tools

Microsoft Office

Job description

POSITION SPECIFICS

Penn State is currently seeking a Administrative Assistant in supporting the Penn State Alumni Association Marketing team, the largest dues-paying alumni association of its kind, serving 176,000+ members and 822,000+ alumni worldwide. As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State's future and contribute to one of the most successful fundraising and alumni relations operations in the country.

Reporting to the Executive Director of Marketing, the Administrative Support Assistant will provide support to the Marketing Team including:

• Supporting the team's communication efforts including copyediting, making updates to content in publications and online, research of information and monitoring email distribution schedules.
• Keeping track of project deliverables, deadlines, review status, and scheduling project kickoff meetings.
• Developing and maintaining multiple reports including program performance metrics from various systems, project status metrics, and budget reports including tracking expenditures and resolving discrepancies.
• Arranging staff travel and developing reimbursement reports.
• Processing and reconciling invoices.
• Providing general administration support including maintaining calendars, coordination of meetings, preparing agendas, and recording/composing meeting minutes.
• Providing backup support to other administrative staff as needed.

The successful candidate will have:

• Attention to detail and strong organizational skills.
• Ability to coordinate multiple projects simultaneously.
• A positive attitude and a willingness to take on new challenges.
• Exemplary interpersonal and communication skills.
• Demonstrated commitment to diversity, equity, and inclusion.
• Proficiency in Microsoft Office and comfort working with technology.
• A proven ability to self-motivate, and to work independently and as part of a team.
• A commitment to professional development and a desire to learn.

DDAR is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

If filled as Administrative Assistant - Intermediate Support, this position requires:General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experience; Relevant education accepted in lieu of experienceRequired Certifications:NoneIf filled as Administrative Assistant - Support, this position requires:General Equivalency Diploma (GED) or High School (HS)No prior relevant work experience requiredRequired Certifications:None

Penn State's Division of Development and Alumni Relations

If you believe in the power of higher education—and philanthropy—to shape the public good, you'll excel right here in Penn State's Division of Development and Alumni Relations (DDAR). Our organization includes more than 500 professionals engaging a community of more than 800,000 alumni who believe in the power of giving back. Across our interdisciplinary teams of fundraisers, alumni relations professionals, communicators, event planners, financial experts, and more, there is a place for you to make a difference in the lives of students and faculty while taking your own career to new heights. Learn more about us at raise.psu.edu and explore the success of our most recent campaign at greaterpennstate.psu.edu.

Building a Career and a Life at Penn State

Across all campuses and an online World Campus, our 100,000 students and 17,000 faculty and staff know the real measure of success goes beyond the classroom - it's the positive impact made on communities across the globe. Penn State consistently ranks among the top academic and research universities in the world: psu.edu/this-is-penn-state/facts-and-rankings

This position is based at the University Park campus, located in State College, Pennsylvania. State College is ranked among the lowest-stress and safest small cities in the country, with excellent public schools, beautiful parks and other natural assets, and a broad range of cultural and athletic events and venues: statecollegepa.us and statecollege.com

BACKGROUND CHECKS/CLEARANCES

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

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $36,888.00 - $58,836.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

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.

EEO IS THE LAW

Penn State is an equal opportunity 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. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university's teaching, research, and service mission.

Federal Contractors Labor Law Poster

PA State Labor Law Poster

Penn State Policies

Copyright Information

Hotlines