Administrative Assistant - Supervisor, Primary Giving

Penn State University; University Park (TX); On-site; USD 49,000 - 71,000; Full time

Benefits offered by this job

Tuition discount

Job summary

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

The successful candidate will lead other administrative professionals embedded within Annual Giving, ensuring consistent practices and fostering collaboration across

Qualifications

• Associate degree and 4+ years of relevant experience are required.
• Experience handling confidential information is required.
• Experience supervising full-time staff is required.
• Proficiency with Office 365 applications (Teams, SharePoint, Outlook, Word, Excel, PowerPoint) is preferred.

Responsibilities

• Plan, organize, and support daily office activities for the AVP for Primary Giving.
• Maintain the AVP’s complex calendar, travel arrangements, and expense reporting.
• Coordinate meeting and event logistics and prepare reports and proposals.
• Supervise, train, and provide performance input for administrative staff.
• Liaise with DDAR and University units to support ongoing operations.

Skills

Executive support

Calendar management

Travel arrangements

Budget management

Supervising staff

Communications

Office 365

Databases

Education

Associate degree

4+ years experience

Tools

Office 365

SharePoint

Outlook

Excel

PowerPoint

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 Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired 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. 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.com

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.

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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