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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, see Notice to Out of State Applicants .
POSITION SPECIFICS
Penn State is currently seeking a Administrative Assistant in supporting Advancement Office for the College of Arts and Architecture. 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 and Alumni Relations and working closely with the College of Arts and Architecture advancement team, as well as other partners, this Administrative Assistant will:
Plan, organize, and coordinate daily office activities and administrative processes
Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications
Plan, organize, and coordinate daily office activities and administrative processes
Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures
Create, organize, and maintain files, records, and databases
Greet visitors and provide information; review, respond to, and appropriately direct inquiries
Serve as a primary point of contact for students, faculty, staff, fellows, and external partners
Compose, review, and distribute internal and external communications
Maintain calendars, schedule meetings, and coordinate appointments
Provide support for scheduling travel arrangements
Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials
Review, edit, and format reports, presentations, and correspondence
Collect and organize data, including budgetary and operational information
Compile and maintain records to support departmental and institutional reporting needs
Track expenditures and assist with budget preparation and projections
Initiate financial transactions, reimbursements, and budget revisions in accordance with policies
Maintain inventory and order office supplies
Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, and coordinate across teams
Serve as a point of contact for vendors and event stakeholders
Respond to inquiries and issues while ensuring compliance with unit and university policies and procedures
Handle sensitive and confidential information with discretion
The successful candidate will have:
A positive and friendly attitude and enjoy working with others;
Exemplary interpersonal and communication skills;
The ability to create and maintain an inclusive and respectful environment for all donors, alumni, volunteers, and colleagues;
Strong attention to detail;
The ability to juggle and prioritize multiple tasks;
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…