Administrative Assistant, Advancement Office for College of Arts and Architecture

The Pennsylvania State University•University Park, FL

8d•Onsite

About The Position

Penn State is 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, the position contributes to fundraising and alumni relations operations. The assistant reports to the Director of Development and Alumni Relations and works closely with the college’s advancement team and other partners. The role coordinates daily office activities and administrative processes, provides general office support, and helps ensure efficient workflows that follow institutional policies. It serves as a primary contact for students, faculty, staff, fellows, visitors, vendors, and external partners; handles inquiries; and prepares and distributes communications. The assistant maintains records, calendars, databases, and inventories; coordinates meetings, travel, workshops, and events; and supports financial transactions, expenditure tracking, and budget preparation. The role also handles sensitive and confidential information with discretion. The position is based at Penn State’s University Park campus in State College, Pennsylvania. Flexible work arrangements may be supported when compatible with unit needs and essential duties, but remote or hybrid work is not guaranteed.

Requirements

High school diploma or GED, or relevant education accepted in lieu of experience.
At least 2 years of relevant experience, with relevant education accepted in lieu of experience.
Positive, friendly attitude and enjoyment of working with others.
Exemplary interpersonal and communication skills.
Ability to create and maintain an inclusive and respectful environment for donors, alumni, volunteers, and colleagues.
Strong attention to detail.
Ability to juggle and prioritize multiple tasks.
Ability to self-motivate and work independently and as part of a team.
Commitment to professional development, learning, and being mentored.
Applicants must be authorized to work in the U.S.; Penn State does not sponsor or assume sponsorship of staff employment visas.
Successful completion of required background checks.

Responsibilities

Plan, organize, and coordinate daily office activities and administrative processes.
Provide general office support and support efficient workflows in accordance with institutional policies and procedures.
Create, organize, and maintain files, records, and databases.
Greet visitors, provide information, review and respond to inquiries, and direct inquiries appropriately.
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, coordinate appointments, and support travel arrangements.
Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials.
Review, edit, and format reports, presentations, and correspondence.
Collect and organize budgetary and operational data and maintain records for departmental and institutional reporting.
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, including reserving spaces, developing itineraries, preparing materials, and coordinating 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.
Communicate Penn State’s needs, ambitions, and values through informal and formal communications.