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

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

Benefits offered by this job

75% tuition discount for employees and

Flexible work arrangements

Job summary

Penn State University is seeking an Administrative Assistant to support the Office for the Vice President in the Division of Development and Alumni Relations (DDAR) at the University Park campus. The role focuses on providing high-level administrative support, coordinating meetings, and ensuring smooth operations for the VP and Chief of Staff.

Ideal candidates will have strong communication, organizational, and analytical skills with the ability to handle confidential information in a fast-paced

Qualifications

• Associate Degree or higher required for Senior/Lead role; 4+ years relevant experience.
• GED or HS diploma accepted with 2+ years relevant experience.
• Strong interpersonal and communication skills essential.
• Ability to manage multiple tasks, meet deadlines, and work both independently and in a team.

Responsibilities

• Support the Chief of Staff and the Associate VP for External Relations.
• Assist Vice President as needed and convey Penn State needs and values.
• Perform ad hoc administrative duties including monthly HR reporting, Division Quarterlies, and New Employee Orientations.
• Review and process expense reports and payables; coordinate event logistics as needed.
• Organize and maintain important documents and records; be first point of contact for visitors.
• Coordinate itineraries of visitors on campus.

Skills

Interpersonal skills

Analytical skills

Organizational skills

Self-motivation

Education

Associate Degree

GED or High School Diploma

Tools

HR reporting tools

Expense/payables processing

Job description

APPLICATION INSTRUCTIONS:CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process . Please do not apply here, apply internally through Workday.CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants .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 .POSITION SPECIFICSPenn 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 OrientationsReview and process expense reports and payablesCoordinate event logistics as necessaryOrganize and manage important documents and recordsBe the first point of contact for visitors to the Office of the Vice PresidentCoordinate itineraries of visitors on campusThe successful candidate will have:Experience working in a fast-paced confidential environmentExemplary interpersonal and communication skills;The ability to create and maintain an inclusive and respectful environment for all students and colleagues;String analytical and organizational skillsAbility to manage multiple projects and meet deadlinesExcellent communication and interpersonal skillsA 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 approachDDAR 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 CERTIFICATIONSIf 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 experience; Relevant education accepted in lieu of experienceRequired Certifications:NonePenn State’s Division of Development and Alumni RelationsIf 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 StateAcross 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-rankingsThis 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.comBACKGROUND CHECKS/CLEARANCESEmployment 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 & BENEFITSThe salary range for this position, including all possible grades, is $40,608.00 - $64,668.00.Salary Structure - Information on Penn State's salary structurePenn 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 STATISTICSPursuant 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 LAWPenn 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 PosterPA State Labor Law PosterPenn State PoliciesCopyright InformationHotlines