Administrative Assistant, Office of Gift Acceptance

Penn State University•University Park, IL

3d•$40,608 - $64,668•Hybrid

About The Position

Penn State is seeking an Administrative Assistant to support the Office of Gift Acceptance within the Division of Development and Alumni Relations. This role is integral to Penn State's fundraising and alumni relations operations. The position reports to the Director of Gift Acceptance and collaborates with the Gift Acceptance team and other partners in the Division of Development and Alumni Relations.

Requirements

Knowledge of estate and trust administration
Exemplary interpersonal and communication skills
The ability to create and maintain an inclusive and respectful environment for all students and colleagues
Understanding of the Division of Development and Alumni Relations work
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 (if filled as Administrative Assistant - Senior Support)
General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience (if filled as Administrative Assistant - Intermediate Support)
Applicants must be authorized to work in the U.S.

Responsibilities

Provide comprehensive administrative and operational support for gift acceptance and planned giving activities, including estate and trust administration, record management, and processing of gift documentation and recording, while ensuring accurate and effective communication across the Division of Development and Alumni Relations.
Support estate and trust administration, including tracking payments, preparing documentation, maintaining records, and assisting with correspondence and reporting.
Coordinate and process guideline agreements and donor intent statements, including routing for signatures, preparing acknowledgment materials, and maintaining tracking systems and archives.
Prepare and review bequest expectancy reports, ensuring accurate donor records, calculations, and internal coordination for proper recording.
Provide backup support for specialized gift types, including life insurance and gifts-in-kind, assisting with documentation, donor communication, and record-keeping.
Maintain planned giving donor recognition and membership tracking, ensuring accurate qualification and follow-up.
Collaborate in identifying opportunities to improve workflows, tracking systems, and documentation processes to enhance efficiency and compliance.
Maintain and update internal procedures, guides, and materials related to gift acceptance and planned giving operations.
Ensure accuracy and consistency of donor and gift data across systems.
Assist with audits, reconciliations, and data clean-up projects.
Support implementation or enhancement of databases and reporting tools.
Assist in ensuring adherence to institutional policies, legal requirements, and donor intent in all gift processing activities.
Support preparation for internal and external audits by organizing documentation and responding to requests.
Serve as a liaison for internal departments to resolve issues and streamline processes.
Deliver general office support, including managing communications, processing mail and financial documents, preparing reports, and responding to inquiries related to gift acceptance procedures.