Administrative Assistant, Four Diamonds

Penn State University; Tallahassee (FL); On-site; USD 41,000 - 65,000; Full time

Job summary

Penn State University is seeking an Administrative Assistant to support Four Diamonds within the Division of Development and Alumni Relations. The role involves executive-level administrative tasks for the Executive Director, donor coordination, budgeting, and event support on campus at Hershey, PA.

The successful candidate will manage calendars, travel, expense reporting, donor communications, and data entry in fundraising databases, with a focus on professionalism and discretion in a nonprofit

Qualifications

• Associate Degree in a related field or equivalent experience.
• 4+ years of relevant experience in executive-level administrative support.

Responsibilities

• Provide executive-level administrative support for the Executive Director and Four Diamonds team.
• Manage calendars, travel arrangements, budgets and expense reconciliation.
• Coordinate meetings, events and communications for the Advisory Board and donors.

Skills

Administrative support

Calendar management

Budgeting

CRM experience

Office 365

Education

Associate Degree

Tools

Raiser’s Edge

Salesforce

Job description

POSITION SPECIFICS

Penn State is currently seeking an Administrative Assistant to support Four Diamonds in its mission to conquer childhood cancer. 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 Four Diamonds and working closely with donors, student volunteers, and Advisory Board members, as well as other partners within Penn State Health and Penn State College of Medicine, this Development Assistant will provide:

Executive-Level Administrative Support (Calendars, Travel, Budgets, Operations)

Includes tasks related to managing the daily operations and core administrative support for the Executive Director and the Four Diamonds team.

• Managing calendars and tickler files


• Reviewing incoming mail and determining next steps


• Making travel arrangements and preparing travel documents


• Reconciling expenses and producing expense reports


• Maintaining budgets and processing financial transactions


• Managing office supplies, equipment, and facility needs


• Coordinating the processing of financial and human resources forms and system input


• Coordinating a wide variety of special projects to support development results


• Performing non-routine administrative duties and proxy responsibilities


• Analyzing administrative operating practices and making process/procedures recommendations for improvement

Communications & Correspondence

Includes written and verbal communication responsibilities, internal and external.

• Communicate with internal and external customers and management to exchange information, resolve complex issues or concerns, and appropriately route inbound inquiries


• Drafting, editing, and proofreading correspondence


• Managing email and letter communications


• Composing, reviewing, and distributing communications


• Preparing presentations, reports, summaries, and talking points

Advisory Board Support

• Coordinate, prioritize, and maintain schedule and calendar of meetings


• Arrange logistical details of meetings


• Prepare agendas, assemble and distribute meeting materials, and record and distribute executive minutes


• Draft, plan and distribute communications to members on behalf of the Executive Director

Meeting & Event Coordination

Covers preparation, logistics, and support for meetings, events, and official functions.

• Scheduling and logistically preparing for internal and external meetings, events, and official functions, to include meetings for donors, the Four Diamonds team, and the Four Diamonds Advisory Board


• Anticipating needs, preparing agendas, and organizing materials


• Supporting event preparation, execution, and follow-up, to include THON and Mini-THON Leadership Summit


• Assisting with mailings and event-related tasks

Prospect & Donor Management Support

Supports the Executive Director’s work in Peer-to-Peer, major gift, and corporate giving.

• Managing goal-setting documentation and tracking


• Entering contact reports and proposals into the database


• Drafting follow-up communications and stewardship materials


• Executing mail merges for digital and print donor communications

Data, Reporting & Research

Focuses on database input, research, and analysis.

• Updating database records


• Entering solicitation requests and guidelines


• Conducting donor, alumni, and prospect research
  

The successful candidate will have:

• Prior experience supporting senior-level executives in a complex, fast-paced organization, preferably within higher education, healthcare, law, or a nonprofit fundraising environment;


• Demonstrated ability to understand and set priorities, manage details and deadlines, employ critical thinking skills, and work on multiple projects simultaneously;


• Professionalism in dealing with the public, exhibiting good judgment, and exemplary interpersonal, writing and communication skills;


• Experience working with CRM or fundraising databases (e.g., Raiser's Edge, Salesforce, or similar), including data entry, reporting, and donor record maintenance, and Office 365 (MS Word, Excel, PowerPoint, Outlook, and Teams);


• The ability to create and support an inclusive and respectful environment for all students and colleagues;


• Demonstrated ability to manage multiple competing priorities, confidential information, and complex calendars with a high degree of professionalism and discretion;


• Experience with budget management, expense reconciliation, and financial transaction processing;


• A strong background in meeting and event coordination, including logistics, preparation of materials, and follow-up activities;


• A proven ability to self-motivate and work both independently and as part of a team;


• A commitment to professional development, learning, and being mentored.


• Candidates must submit a resume and a cover letter.

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 - Senior Support, this position requires:Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:NoneIf filled as Administrative Assistant - Intermediate Support, this position requires:General Equivalency Diploma (GED) or High School (HS)2+ years of relevant experienceRequired 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.

Four Diamonds

Four Diamonds is a gift fund at Penn State University committed to conquering childhood cancer that mobilizes more students to raise money for this cause than any other organization in the country. Learn more about our mission at FourDiamonds.org.

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 College of Medicine campus, located in Hershey, Pennsylvania. Known as the \"Sweetest Place on Earth\", Hershey is just a few miles east of the state capital in Harrisburg, offering a broad range of arts, culture, entertainment, cuisine, and natural assets to enjoy: https://www.visithersheyharrisburg.org/.

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

BACKGROUND CHECKS/CLEARANCES

This position requires the following clearances in addition to applicable background checks: PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check. This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $64,668.00.

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.

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