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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…