Administrative Assistant - Supervisor, Primary Giving

Penn State University; State College (Centre County); On-site; USD 49,000 - 71,000; Full time

Job summary

Penn State University is seeking an Administrative Assistant – Supervisor to support the Associate Vice President for Primary Giving. This role acts as a strategic administrative partner, managing an AVP's calendar, travel and expenses, and coordinating administrative operations across the Primary Giving team.

The successful candidate will supervise administrative staff, coordinate meeting logistics, and prepare reports and proposals while maintaining confidential information and fostering

Qualifications

• Associate degree and 4+ years of relevant experience or an equivalent combination accepted.
• Experience handling confidential information.
• Supervises full-time staff and coordinates administrative workflows.
• Proficient with Penn State systems and expense reporting.

Responsibilities

• Plan, organize, and support daily office activities and processes for the AVP for Primary Giving.
• Coordinate calendars, travel, expense reporting and meeting logistics.
• Provide leadership and supervision to administrative staff supporting Primary Giving initiatives.
• Develop consistent administrative practices and prioritize competing demands.
• Prepare reports, summaries, and proposals using databases and Microsoft applications.

Skills

Confidentiality handling

Staff supervision

Project management

Office 365

Interpersonal skills

Expense reporting

Independent work

Professional development

Education

Associate Degree

Tools

Office 365

Job description

POSITION SPECIFICS

Penn State is currently seeking a Administrative Assistant – Supervisor to support the Associate Vice President for Primary Giving. The Administrative Assistant – Supervisor serves as a strategic administrative partner to the Associate Vice President (AVP) of Primary Giving, providing high-level executive support while coordinating administrative operations across the Primary Giving team. This role manages the AVP's complex calendar, travel arrangements, expense reporting, meeting logistics, and other executive support functions, ensuring seamless day-to-day operations. In addition, the Administrative Assistant – Supervisor provides leadership and oversight to the other administrative professionals supporting Primary Giving initiatives who are organizationally embedded within Annual Giving. This includes coordinating workflows, establishing consistent administrative practices, prioritizing competing demands, and fostering collaboration across teams. 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. For full consideration, applicants are to attach a cover letter and resume/CV with their application. Reporting to the Associate Vice President of Primary Giving and working closely with a wide array of DDAR and University units, as well as other partners, this Administrative Assistant – Supervisor will:

• Plan, organize, and support the daily office activities and administrative processes for the Associate Vice President for Primary Giving;
• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications;
• Provide critical administrative support including maintaining budgets, processing financial transactions, managing scheduling and calendars, and arranging travel and itineraries;
• Will supervise, train, and provide performance input for assigned administrative staff
• Coordinate meeting and event planning and execution, including all logistics;
• Greet and direct visitors;
• Compose, review, and distribute internal and external communications;
• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals utilizing various databases and Microsoft applications;
• Create and maintain files, spreadsheets, and databases;
• Maintain office supplies, arrange for equipment maintenance and facility’s needs;
• Resolve inquiries and ensure compliance with work unit and University policies and procedures;
• May perform non-routine administrative duties, and proxy responsibilities as authorized;
• Support the AVP of Primary Giving in non-routine and confidential administrative duties, frequently liaising with leadership across University units;

The successful candidate will have:

• Experience in handling and protecting strictly confidential information;
• Experience in supervising full time staff
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• Project management and computer skills, strong familiarity with databases and Microsoft software is a plus;
• Exemplary interpersonal and communication skills with an exceptional attention to detail;
• Experience in expense reporting and familiarity with Penn State systems is preferred;
• 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.
• Experience in expense reporting and familiarity with Penn State systems is preferred;
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• Proficiency in Office 365 applications (i.e. Teams, SharePoint, Outlook, Word, Excel, PowerPoint).

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

Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted

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

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 $49,188.00 - $71,340.00. 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.

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 There’s a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom – it’s the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania’s sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters – more than half a million strong – driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.