Administrative Assistant - Senior Support, Office of University Development

The Pennsylvania State University • University Park, FL

13d

About The Position

Penn State is currently seeking an Administrative Assistant to support the Office of the Senior Associate Vice President for University Development. The Administrative Assistant supports the administrative functions for the office which includes supporting our Assistant Vice Presidents for University Development who are responsible for the fundraising management for campuses, colleges, and units. 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 Executive Assistant and working closely with the Assistant Vice Presidents for University Development as well as other partners, the Administrative Assistant will: Plan, organize, and support the daily office activities and administrative processes for the Office of the Senior Associate Vice President for University Development; Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications; Provide critical administrative support including maintaining budgets, processing financial transactions, managing scheduling and calendars, and arranging travel; Coordinate meeting and event planning and execution, including all logistics; Greet and direct visitors; Compose, review, and distribute internal and external communications; Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals; Create and maintain files, spreadsheets, and databases; Maintain office supplies, arrange for equipment maintenance and facility’s needs; Resolve inquiries and ensure compliance with work unit and University policies and procedures; May perform non-routine administrative duties, and proxy responsibilities as authorized; Perform other duties as assigned. The successful candidate will have: Experience in handling and protecting strictly confidential information; Experience in expense reporting and familiarity with Penn State systems is preferred; Exemplary interpersonal and communication skills; The ability to create and maintain an inclusive and respectful environment for all students and colleagues; Proficiency in Office 365 applications (i.e. Teams, SharePoint, Outlook, Word, Excel, PowerPoint). 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.

Requirements

• Experience in handling and protecting strictly confidential information
• Exemplary interpersonal and communication skills
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues
• Proficiency in Office 365 applications (i.e. Teams, SharePoint, Outlook, Word, Excel, PowerPoint)
• 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
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Experience in expense reporting and familiarity with Penn State systems is preferred

Responsibilities

• Plan, organize, and support the daily office activities and administrative processes for the Office of the Senior Associate Vice President for University Development
• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications
• Provide critical administrative support including maintaining budgets, processing financial transactions, managing scheduling and calendars, and arranging travel
• Coordinate meeting and event planning and execution, including all logistics
• Greet and direct visitors
• Compose, review, and distribute internal and external communications
• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals
• Create and maintain files, spreadsheets, and databases
• Maintain office supplies, arrange for equipment maintenance and facility’s needs
• Resolve inquiries and ensure compliance with work unit and University policies and procedures
• May perform non-routine administrative duties, and proxy responsibilities as authorized
• Perform other duties as assigned

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees