Administrative Assistant, Alumni Association Strategic Communications

Penn State University•University Park, IL

4d•$36,888 - $58,836•Onsite

About The Position

Penn State is seeking an Administrative Assistant to support the Penn State Alumni Association Marketing team within the Division of Development and Alumni Relations. The Alumni Association serves more than 176,000 members and 822,000 alumni worldwide. Reporting to the Executive Director of Marketing, this position supports the Marketing Team’s communications, project coordination, reporting, financial administration, travel, and general administrative needs. Flexible work arrangements may be considered when consistent with the unit’s needs and the position’s essential duties, but remote or hybrid work is not guaranteed. The position may be filled at either the Administrative Assistant - Intermediate Support level or the Administrative Assistant - Support level. The Intermediate Support level requires a GED or high school diploma and at least two years of relevant experience; relevant education may be accepted in lieu of experience. The Support level requires a GED or high school diploma and no prior relevant work experience. No certifications are required. The role is based at Penn State’s University Park campus in State College, Pennsylvania. Employment requires successful completion of background checks, and applicants must be authorized to work in the United States; Penn State does not sponsor staff employment visas.

Requirements

Attention to detail and strong organizational skills.
Ability to coordinate multiple projects simultaneously.
Positive attitude and willingness to take on new challenges.
Exemplary interpersonal and communication skills.
Demonstrated commitment to diversity, equity, and inclusion.
Proficiency in Microsoft Office and comfort working with technology.
Ability to self-motivate and work independently and as part of a team.
Commitment to professional development and desire to learn.
For the Administrative Assistant - Intermediate Support level: GED or high school diploma and two or more years of relevant experience; relevant education may be accepted in lieu of experience.
For the Administrative Assistant - Support level: GED or high school diploma; no prior relevant work experience is required.
No required certifications.
Authorization to work in the United States; Penn State does not sponsor staff employment visas.
Successful completion of background check(s).

Responsibilities

Support the Marketing Team’s communication efforts, including copyediting, updating publication and online content, researching information, and monitoring email distribution schedules.
Track project deliverables, deadlines, and review status, and schedule project kickoff meetings.
Develop and maintain reports, including program performance metrics from various systems, project status metrics, and budget reports.
Track expenditures and resolve discrepancies.
Arrange staff travel and prepare reimbursement reports.
Process and reconcile invoices.
Provide general administrative support, including maintaining calendars, coordinating meetings, preparing agendas, and recording or composing meeting minutes.
Provide backup support to other administrative staff as needed.