Administrative Assistant, Penn State College of Medicine

Penn State University•New York, NY

5d•Onsite

About The Position

Reporting to and supporting the Executive Director of Development and Alumni Relations and the Executive Director of Annual Programs and working closely with partners across the institution, this Administrative Assistant for Development will: Manage calendar and tickler files; Actively support internal communication and administrative workflow as it relates to donor/volunteer engagement, cultivation, solicitation, stewardship, event planning and gift accounting; Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications; Schedule meetings, provide communication support (reviewing and writing letters), and respond to items in a timely manner; Maintain budgets within the department. Monitor, verify and reconcile expenditures. Complete and file expense reports including purchasing, travel authorizations and reimbursements, and food and beverage transactions; Complete projects, special assignments; determine priorities, manage your time, provide onsite events and donor meeting support, problem-solving and provide business plan support, as needed; Field all telephone calls for the Executive Directors and triage appropriately, and general department calls; Read and analyze incoming mail, memos, letters and reports to determine their significance and plan their distribution; Proactively assist with scheduling and logistically preparing for meetings, events, official business travel and social functions for internal and external groups and partners; including anticipating needs around scheduled meetings and preparing agendas in advance for review; Coordinate and perform all administrative duties for the Executive Directors in a timely manner. Make all necessary travel arrangements and build itineraries around travel, including making reservations and providing detailed information prior to travel; Assist with drafting, editing and proofing correspondence, entering contact reports and working with the Executive Directors to draft follow-up and supporting prospect stewardship; Manage goal setting documentation and tracking weekly. The successful candidate will also: Preserve confidentiality of information; Convey positivity and collegiality to coworkers and community members; Possess the ability to create and maintain an inclusive and respectful environment for all students and colleagues; Maintain a high level of versatility and efficiency with respect to the need to work with diverse internal and external constituencies, and to deal with interruptions and shifting priorities in a dynamic office environment; Prioritize multiple tasks in a fast-paced environment; Work independently and in a team environment; Work within strict deadlines; Have excellent written communication skills (i.e. writing professional business correspondence); Have excellent oral communication skills (i.e. ability to deal effectively with others, speak professionally on the phone, etc.); Be highly proficient in Microsoft Office 365 (PowerPoint, Excel, Teams); Recognize the service-oriented and consequential nature of the tasks associated with this position and maintain a physical presence during standard office hours (M-F 8:00 am – 5:00 pm); Have proven ability to self-motivate and work both independently and as part of a team; Demonstrate 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

General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; or an equivalent combination of education and experience accepted
PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check
This position requires that you operate a motor vehicle as a part of your job duties. A valid driver’s license and successful completion of a motor vehicle records check will be required in addition to standard background checks
Applicants must be authorized to work in the U.S.

Responsibilities

Manage calendar and tickler files
Actively support internal communication and administrative workflow as it relates to donor/volunteer engagement, cultivation, solicitation, stewardship, event planning and gift accounting
Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications
Schedule meetings, provide communication support (reviewing and writing letters), and respond to items in a timely manner
Maintain budgets within the department. Monitor, verify and reconcile expenditures. Complete and file expense reports including purchasing, travel authorizations and reimbursements, and food and beverage transactions
Complete projects, special assignments; determine priorities, manage your time, provide onsite events and donor meeting support, problem-solving and provide business plan support, as needed
Field all telephone calls for the Executive Directors and triage appropriately, and general department calls
Read and analyze incoming mail, memos, letters and reports to determine their significance and plan their distribution
Proactively assist with scheduling and logistically preparing for meetings, events, official business travel and social functions for internal and external groups and partners; including anticipating needs around scheduled meetings and preparing agendas in advance for review
Coordinate and perform all administrative duties for the Executive Directors in a timely manner
Make all necessary travel arrangements and build itineraries around travel, including making reservations and providing detailed information prior to travel
Assist with drafting, editing and proofing correspondence, entering contact reports and working with the Executive Directors to draft follow-up and supporting prospect stewardship
Manage goal setting documentation and tracking weekly
Preserve confidentiality of information
Convey positivity and collegiality to coworkers and community members
Possess the ability to create and maintain an inclusive and respectful environment for all students and colleagues
Maintain a high level of versatility and efficiency with respect to the need to work with diverse internal and external constituencies, and to deal with interruptions and shifting priorities in a dynamic office environment
Prioritize multiple tasks in a fast-paced environment
Work independently and in a team environment
Work within strict deadlines
Have excellent written communication skills (i.e. writing professional business correspondence)
Have excellent oral communication skills (i.e. ability to deal effectively with others, speak professionally on the phone, etc.)
Be highly proficient in Microsoft Office 365 (PowerPoint, Excel, Teams)
Recognize the service-oriented and consequential nature of the tasks associated with this position and maintain a physical presence during standard office hours (M-F 8:00 am – 5:00 pm)
Have proven ability to self-motivate and work both independently and as part of a team
Demonstrate a commitment to professional development, learning, and being mentored

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.

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