Administrative Support Assistant, University Programs

Penn State University; Ferguson Township (PA); On-site; USD 41,000 - 59,000; Full time

Job summary

Penn State University is seeking an Administrative Assistant to support University Programs within the Division of Development and Alumni Relations. The role handles fundraising-related administration for the Fox Graduate School, Student Affairs, and Undergraduate Education, serving as a primary contact and coordinating documentation and schedules.

You will manage calendars, prepare reports, track expenditures, coordinate events, liaise with donors and campus partners, and help ensure compliance

Qualifications

• GED or HS diploma with 2+ years relevant experience.
• Relevant education accepted in lieu of experience.
• No certifications required.

Responsibilities

• First line of contact for internal and external stakeholders connecting with units.
• Prepare documents and reports for various units and donors.
• Schedule meetings and coordinate calendars for directors.
• Coordinate meeting logistics including scheduling, materials, and agendas.
• Monitor and maintain budgets; track expenditures and assist with budget projections.
• Provide general office support and organize information and data.

Skills

Exemplary interpersonal and 1-1 skills

Stakeholder relationship ability

Independent & team work

Education

GED/HS + 2+ years experience

Education in lieu of experience accepted

Tools

Excel

Microsoft 365

Teams

Zoom

AWA CRM

eSteward

SIMBA

SAP Concur

Job description

POSITION SPECIFICS

Penn State is currently seeking an Administrative Assistant supporting the University Programs which is responsible for fundraising efforts on behalf of the Fox Graduate School, Student Affairs, and Undergraduate Education. 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 Director of Development for University Programs, the Administrative Support Assistant will execute general administrative functions.

• including being a first line of contact for internal and external stakeholders connecting with the units


• preparing documents and reports


• scheduling meetings


• coordinating calendars for both directors


• organizing and maintaining information


• analyzing data including budgetary expenditures


• providing general office support


• Plan, organize, support, and coordinate daily office activities and administrative processes within University Programs


• Greet visitors and provide information


• review, respond to, and direct inquiries


• Provide support for scheduling, personal calendars, and travel arrangements


• Coordinate meeting logistics including scheduling, material preparation, and agendas


• Compose, review, and distribute internal and external communications, including office correspondence


• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals


• Create and maintain files and databases


• Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections


• Maintain inventory and order office supplies


• arrange for equipment maintenance


• process work orders for facilities needs


• Resolve inquiries and ensure compliance with work unit and/or University policies and procedures


• Liaise with the Associated Student Activities office and registered student organizations to accurately record gifts, process gifts-in-kind, and reconcile journal vouchers


• Support and coordinate special events


• reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as point of contact with vendors


• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized


• May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes


• May interview, train, and direct the work of other support staff, students, and wage payroll personnel


• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications

The successful candidate will have:

• Exemplary interpersonal and communication skills


• Strong computer skills, specifically Excel, Microsoft 365, Teams, Zoom, and willingness to learn Penn State specific systems CRM (AWA) and endowment management systems (eSteward), finance (SIMBA) SAP Concur


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


• The ability to work with a wide variety of stakeholders, including high-level donors, students, faculty, staff, and members of the Penn State community


• 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

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

• 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.

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 - $58,836.00. 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.

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

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.