Administrative Assistant, Penn State College of Medicine

Penn State University • Tallahassee, FL

1d • Onsite

About The Position

Penn State is currently seeking an Administrative Assistant to support the College of Medicine. As a member of the Division of Development and Alumni Relations (DDAR), this role is integral to Penn State’s future and contributes to one of the most successful fundraising and alumni relations operations in the country. The position reports to both the Executive Director of Development and Alumni Relations and the Executive Director of Annual Programs, working closely with the College of Medicine and Penn State Health. This role is critical in supporting the administrative functions for both Executive Directors, who jointly oversee a broad and dynamic team including major gift officers, corporate and foundation relations team, alumni relations professionals, Children’s Miracle Network team (community and corporate partnership fundraisers, annual giving writers and designers), annual giving gift officers and writers, and third-party community fundraising gift officers. The Administrative Assistant will provide executive-level administrative support, meeting and event coordination, communications and correspondence, prospect and donor management support, and data, reporting & research functions, along with general team and office support.

Requirements

• Prior experience supporting senior-level executives in a complex, fast-paced organization, preferably within higher education, healthcare, or a nonprofit fundraising environment
• Demonstrated ability to conduct research and data analysis to support donor strategies, reporting, and performance metrics
• Experience working with CRM or fundraising databases (e.g., Raiser's Edge, Salesforce, or similar), including data entry, reporting, and donor record maintenance
• Exemplary interpersonal and communication skills
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues
• Demonstrated ability to manage multiple competing priorities, confidential information, and complex calendars with a high degree of professionalism and discretion
• Experience with budget management, expense reconciliation, and financial transaction processing
• Strong background in meeting and event coordination, including logistics, preparation of materials, and follow-up activities
• 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
• If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree and 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) and 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
• Federal (FBI) Fingerprint Criminal Background Check
• A valid driver’s license and successful completion of a motor vehicle records check
• Applicants must be authorized to work in the U.S.

Responsibilities

• Managing the daily operations and core administrative support for both Executive Directors
• Managing calendars and tickler files
• Reviewing incoming mail and determining next steps
• Handling phone calls and general departmental inquiries
• Making travel arrangements and preparing travel documents
• Reconciling expenses and producing expense reports
• Maintaining budgets and processing financial transactions
• Managing office supplies, equipment, and facility needs
• Performing non-routine administrative duties and proxy responsibilities
• Scheduling and logistically preparing for meetings, events, and official functions
• Anticipating needs, preparing agendas, and organizing materials
• Coordinating internal and external meetings and events
• Supporting event preparation, execution, and follow-up
• Assisting with mailings and event-related tasks
• Drafting, editing, and proofreading correspondence
• Managing email and letter communications
• Composing, reviewing, and distributing communications
• Preparing presentations, reports, summaries, and talking points
• Creating content for leadership updates (e.g., “Friday Update”)
• Managing goal-setting documentation and tracking
• Executing mail merges for digital and print donor communications
• Entering contact reports and proposals into the database
• Drafting follow-up communications and stewardship materials
• Supporting the donor pipeline across the giving cycle
• Conducting donor, alumni, and prospect research
• Updating database records
• Entering solicitation requests and guidelines
• Extracting gift officer performance metrics
• Preparing research materials for donor strategy
• Supporting front desk coverage
• Answering the main office line
• Opening mail
• Contributing to team-based administrative activities
• Supporting the administrative functions for both Executive Directors, who jointly oversee a broad and dynamic teams
• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications
• Operate a motor vehicle as a part of your job duties

Benefits

• Competitive benefits package for full-time employees
• Comprehensive medical coverage
• Dental coverage
• Vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• Generous 75% tuition discount, available to employees as well as eligible spouses and children

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree