Administrative Support Assistant, University Programs

Penn State University; State College (Centre County); On-site; USD 40,000 - 52,000; 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 front-line inquiries, scheduling, travel, meeting logistics, reporting, and data analysis to assist fundraising and donor relations efforts.

Responsibilities include maintaining files and budgets, coordinating events, liaising with student activities, and ensuring compliance with university policies.

Qualifications

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

Responsibilities

• Greet visitors and respond to inquiries; direct as needed.
• Schedule, manage personal calendars, and travel arrangements.
• Coordinate meeting logistics, agendas, and materials.
• Prepare and distribute internal/external communications and reports.
• Analyze data and budget expenditures; assist with budget prep and projections.
• Maintain files/databases and process expenses; monitor inventory and supplies.
• Support events: reserve spaces, itineraries, vendor coordination.

Skills

Interpersonal skills

Communication skills

Self-motivation

Teamwork

Education

High School Diploma or GED

Tools

Excel

Microsoft 365

Teams

Zoom

CRM (AWA)

Endowment systems (eSteward)

Finance systems (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; and 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.
• 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

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