Event Administrative Assistant

Penn State University; University Park (TX); On-site; USD 38,000 - 56,000; Full time

Job summary

Penn State University is seeking an Administrative Assistant for the Office of Donor Relations and Special Events. The successful candidate will provide critical support in event planning and execution, ensuring a seamless experience for guests and event stakeholders. With a focus on excellent customer service, organization, and attention to detail, this role contributes to the university’s fundraising efforts and aims to uphold its commitment to diversity and inclusion.

Benefits

Flexible work arrangements

75% tuition discount for employees and their families

Comprehensive medical, dental, and vision coverage

Robust retirement plans

Paid time off including holidays and sick time

Qualifications

• 2+ years of related experience is preferred.
• Familiarity with online event registration platforms is a plus.

Responsibilities

• Attend planning meetings and provide administrative support.
• Manage online invitations and monitor guest registrations.
• Coordinate event logistics and provide onsite support.

Skills

Interpersonal Skills

Organizational Skills

Time Management

Customer Service

Attention to Detail

Education

High School Diploma or GED

Tools

Cvent

AWA Advance

Workfront

Job description

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process . 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 login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location.For additional information on remote work at Penn State, seeNotice to Out of State Applicants.

POSITION SPECIFICS

Office of Donor Relations and Special Events (DRSE)

Penn State is currently seeking a Administrative Assistant in the Office of Donor Relations and Special Events (DRSE). 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 Associate Director of Special Events and work closely with a collaborative team of event professionals, central development offices, fundraising units, and other University partners.

This Administrative Assistant will:

• Attend planning meetings and site visits with event planners, taking notes and providing administrative support
• Build and manage online invitations, registration sites, and event emails using Cvent
• Monitor guest registrations, generate reports, and compile guest details including dietary needs and special accommodations
• Assist with coordinating event logistics such as transportation and facility work orders
• Support planners with preparation of event materials including nametags, registration documents, scripts, seating charts, and place cards
• Provide onsite event support, including registration management and responding to last-minute needs
• Assist with post-event activities including guest follow-ups, sharing of event photos, feedback surveys, and data entry into donor databases
• Answer incoming phone calls and monitor the special events email inbox for guest inquiries during event registration periods
• Provide general office support as needed
• Articulate Penn State’s needs, ambitions, and values, including diversity, equity, and inclusion, through excellent informal and formal communications

This position typically requires a High School Diploma or GED, or equivalent vocational training/degree or higher plus 2 years of related experience or an equivalent combination of education and experience. Experience with Cvent or other online event registration platforms preferred and familiarity with AWA Advance and Workfront is a plus.

The successful candidate will also have:

• Excellent interpersonal, organizational, and time management skills
• High-level proofreading ability and strong attention to detail
• Excellence customer service
• The ability to multitask and to prioritize effectively in a high-pressure environment
• Self-motivated and capable of working independently or as part of a team
• Demonstrated commitment to diversity, equity, and inclusion
• Willingness to engage in continuous learning and professional development

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.

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 700,000 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 twenty-four 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

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

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 $38,300.00 - $55,500.00.

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.

The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging in all its forms. We embrace individual uniqueness, as well as a culture of belonging that supports both broad and specific 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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