Administrative Assistant, Advancement Office for College of Arts and Architecture

Penn State University•University Park, IL

10d•$40,608 - $58,836•Onsite

About The Position

Penn State is currently seeking an Administrative Assistant to support the Advancement Office for the College of Arts and Architecture. As a member of the Division of Development and Alumni Relations, this role offers an integral part in Penn State’s future and contributes to a successful fundraising and alumni relations operation. The position reports to the Director of Development and Alumni Relations and works closely with the College of Arts and Architecture advancement team and other partners.

Requirements

General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience
Relevant education accepted in lieu of experience
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

Responsibilities

Plan, organize, and coordinate daily office activities and administrative processes
Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications
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