Administrative Assistant, Four Diamonds

Penn State University • Tallahassee, FL

4d • $40,608 - $64,668 • Onsite

About The Position

Penn State is currently seeking an Administrative Assistant to support Four Diamonds in its mission to conquer childhood cancer. As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State’s future and contribute to one of the most successful fundraising and alumni relations operations in the country. Reporting to the Executive Director of Four Diamonds and working closely with donors, student volunteers, and Advisory Board members, as well as other partners within Penn State Health and Penn State College of Medicine, this Development Assistant will provide executive-level administrative support, communications and correspondence, advisory board support, meeting and event coordination, prospect and donor management support, and data, reporting, and research assistance.

Requirements

• Prior experience supporting senior-level executives in a complex, fast-paced organization, preferably within higher education, healthcare, law, or a nonprofit fundraising environment
• Demonstrated ability to understand and set priorities, manage details and deadlines, employ critical thinking skills, and work on multiple projects simultaneously
• Professionalism in dealing with the public, exhibiting good judgment, and exemplary interpersonal, writing and communication skills
• Experience working with CRM or fundraising databases (e.g., Raiser’s Edge, Salesforce, or similar), including data entry, reporting, and donor record maintenance, and Office 365 (MS Word, Excel, PowerPoint, Outlook, and Teams)
• The ability to create and support 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
• A 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
• Resume and a cover letter must be submitted
• PA State Police Criminal Background Check, PA Child Abuse History Clearance Form, and Federal (FBI) Fingerprint Criminal Background Check
• A valid driver’s license and successful completion of a motor vehicle records check will be required
• Applicants must be authorized to work in the U.S.

Nice To Haves

• If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Responsibilities

• Managing calendars and tickler files
• Reviewing incoming mail and determining next steps
• 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
• Coordinating the processing of financial and human resources forms and system input
• Coordinating a wide variety of special projects to support development results
• Performing non-routine administrative duties and proxy responsibilities
• Analyzing administrative operating practices and making process/procedures recommendations for improvement
• Communicate with internal and external customers and management to exchange information, resolve complex issues or concerns, and appropriately route inbound inquiries
• Drafting, editing, and proofreading correspondence
• Managing email and letter communications
• Composing, reviewing, and distributing communications
• Preparing presentations, reports, summaries, and talking points
• Coordinate, prioritize, and maintain schedule and calendar of meetings
• Arrange logistical details of meetings
• Prepare agendas, assemble and distribute meeting materials, and record and distribute executive minutes
• Draft, plan and distribute communications to members on behalf of the Executive Director
• Scheduling and logistically preparing for internal and external meetings, events, and official functions, to include meetings for donors, the Four Diamonds team, and the Four Diamonds Advisory Board
• Anticipating needs, preparing agendas, and organizing materials
• Supporting event preparation, execution, and follow-up, to include THON and Mini-THON Leadership Summit
• Assisting with mailings and event-related tasks
• Managing goal-setting documentation and tracking
• Entering contact reports and proposals into the database
• Drafting follow-up communications and stewardship materials
• Executing mail merges for digital and print donor communications
• Updating database records
• Entering solicitation requests and guidelines
• Conducting donor, alumni, and prospect research

Benefits

• Comprehensive medical, dental, and 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: Mid Level
• Education Level: Associate degree