Administrative Assistant, Donor Relations & Special Events

The Pennsylvania State University; State College (Centre County); On-site; USD 40,608 - 58,836; Full time

Job summary

Penn State's Office of Donor Relations & Special Events is seeking an Administrative Assistant to support the Director and the broader Donor Relations team within the Division of Development and Alumni Relations. This role emphasizes calendar management, meeting coordination, and effective communication to advance the university's fundraising and alumni relations goals.

The position involves budget oversight, office administration, onboarding new staff, and assisting with special projects and

Qualifications

• GED or HS diploma with 2+ years of relevant experience.
• Proficiency in Office 365 (including Excel), SAP Concur and Zoom; familiarity with Ellucian Advance, Salesforce, Cvent, Workday and/or Workfront is helpful.
• Strong experience managing complex schedules, coordinating meetings across multiple offices, resolving conflicts, and maintaining a high-volume calendar.

Responsibilities

• Provide administrative support to the Director of Donor Relations & Special Events, including arranging meetings and coordinating calendars.
• Monitor budget expenditures and maintain monthly budget tracking in partnership with Finance.
• Handle office management tasks: screening calls, ordering supplies, submitting requests to facilities, and serving as resource lead for computer support.
• Support events and stewardship teams: back-up registration, assist with football cultivation program, on-site event support, and mailings.

Skills

Attention to detail

Interpersonal skills

Self-motivation

Team collaboration

Professional development

Education

GED or HS diploma

Tools

Office 365/Excel

SAP Concur

Zoom

Ellucian Advance

Salesforce

Cvent

Workday

Workfront

Job description

POSITION SPECIFICS

Administrative Assistant in supporting the Office of Donor Relations & Special Events. 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.

RESPONSIBILITIES

• Provide administrative support to the Director of Donor Relations & Special Events, such as arranging meetings and coordinating office calendars;
• Monitor budget expenditures, including serving as a liaison with Finance and maintaining monthly budget tracking;
• Handle office management tasks, such as screening phone calls, ordering and inventorying supplies, submitting requests to the Office of Physical Plant, and serving as resource lead for computer support;
• Support the special events and stewardship teams, including serving as registration back up, assisting the football cultivation program, providing on-site event support, and assisting with mailings;
• Articulate Penn State's needs, ambitions, and values through excellent informal and formal communications;
• Maintain and monitor department calendar and greet visitors entering the office;
• Provide general office support, manage new staff onboarding procedures, and assist with special projects.

QUALIFICATIONS

• Proficiency in Office 365 (including Excel), SAP Concur, and Zoom. Ellucian Advance, Salesforce, Cvent, Workday, and/or Workfront knowledge is helpful;
• Strong experience managing complex schedules, coordinating meetings across multiple offices, resolving scheduling conflicts, and maintaining a high-volume calendar for a director-level executive;
• Attention to detail and exceptional organization skills;
• Exemplary interpersonal and communication skills;
• Ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• Proven ability to self-motivate and work both independently and as part of a team;
• Commitment to professional development, learning, and being mentored.

REMOTE & HYBRID WORK

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants. 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

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience. Required Certifications: None.

BACKGROUND CHECKS/CLEARANCES

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

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00.

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.

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.