Administrative Assistant, Office of the Vice President for Development and Alumni Relations

The Pennsylvania State University; Ferguson Township (PA); On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

Tuition discount 75%

Comprehensive retirement plans

Paid time off

Job summary

The Pennsylvania State University is seeking an Administrative Assistant to support the Office for Vice President of the Division of Development and Alumni Relations at University Park, PA. You will assist senior leaders, coordinate communications, HR reporting, and manage records with a service-oriented approach.

The role emphasizes confidentiality, collaboration, and high attention to detail, with opportunities for professional development and mentoring within a large university system.

Qualifications

• Experience in fast-paced, confidential environments.
• Strong interpersonal and written/verbal communication.
• Ability to organize, prioritize and manage multiple tasks.
• Commitment to professional development and mentoring.

Responsibilities

• Support the Chief of Staff and AVP for External Relations.
• Support the VP as needed and coordinate communications.
• Prepare monthly HR reports and division-facing documents.
• Review and process expense reports and payables.
• Coordinate event logistics as required.
• Organize and manage important documents and records.
• Be the first point of contact for visitors to the VP Office.
• Coordinate itineraries for campus visitors.

Skills

Confidential environment experience

Interpersonal & communication

Analytical & organizational

Multi-project management

Independent & team work

Professional development mindset

Education

Associate Degree

GED/HS diploma

Job description

POSITION SPECIFICS

Penn State is currently seeking an Administrative Assistant to support the Office for Vice President of the Division of Development and Alumni Relations. As a member of the Division of Development and Alumni Relations (DDAR), 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. For full consideration, applicants are to include a cover letter and resume with their application.

Reporting to the Executive Assistant and working closely with all members of the Division as well as other partners, this Administrative Assistant will:

• Support the Chief of Staff and Associate Vice President for External Relations;
• Support the Vice President as needed;
• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications;
• Perform ad hoc administrative work to support the deliverables of the Vice President’s office, including monthly HR reporting, Division Quarterlies, and New Employee Orientations Review and process expense reports and payables
• Coordinate event logistics as necessary
• Organize and manage important documents and records
• Be the first point of contact for visitors to the Office of the Vice President
• Coordinate itineraries of visitors on campus

The successful candidate will have:

• Experience working in a fast-paced confidential environment
• Exemplary interpersonal and communication skills
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues
• String analytical and organizational skills
• Ability to manage multiple projects and meet deadlines
• Excellent communication and interpersonal skills
• 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.
• A service-oriented mentality with a proactive and detail-oriented approach

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 Degree 4+ years of relevant experience
• or an equivalent combination of education and experience accepted
• Required Certifications: None

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 experience
• Required 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.

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 $40,608.00 - $64,668.00.

• 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.

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.

Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community.

We Are Penn State. One Community. Impacting Many.