Administrative Support Assistant, University Programs

Penn State University; State College (Centre County); Hybrid; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

Penn State University seeks an Administrative Support Assistant for University Programs to handle general administrative duties, budget tracking, scheduling, and communications. The role supports fundraising efforts for the Fox Graduate School, Student Affairs, and Undergraduate Education, reporting to the Director of Development for University Programs.

You will act as a liaison for internal and external stakeholders, arrange meetings, prepare reports, and help coordinate events and budgets

Qualifications

• Exemplary interpersonal and communication skills.
• Strong computer skills, specifically Excel, Microsoft 365, Teams, and Zoom.
• Willingness to learn Penn State systems CRM (AWA) and endowment management systems (eSteward), finance (SIMBA) and SAP Concur.
• Ability to work with a wide variety of stakeholders, including donors, students, faculty, staff, and the Penn State community.

Responsibilities

• Greet visitors and provide information; respond to inquiries.
• Schedule meetings, coordinate calendars, and arrange travel.
• Coordinate meeting logistics, prepare materials, and set agendas.
• Compose, review, and distribute internal and external communications.
• Collect, organize, and analyze information to prepare reports and proposals.
• Create and maintain files and databases; monitor budgets and expenditures.

Skills

Interpersonal skills

Communication skills

Education

General Equivalency Diploma (GED) or High School (HS)

Tools

Excel

Microsoft 365

Teams

Zoom

CRM (AWA)

endowment management systems (eSteward)

finance (SIMBA)

SAP Concur

Job description

Administrative Support Assistant, University Programs page is loaded## Administrative Support Assistant, University Programslocations: Penn State University Parktime type: Full timeposted on: Posted Todayjob requisition id: REQ\\_0000082061# **APPLICATION INSTRUCTIONS:*** ## CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please to complete the. 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 to complete the Please do not apply here, apply internally through Workday.* ## If you are NOT a current employee or student, please click \"Apply\" and complete .###**Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see .**###**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 experienceRequired Certifications:None###**Penn State's Division of Development and Alumni Relations**and explore the success of our most recent campaign at .**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: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: and**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.- 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 .**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 .**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