Administrative Assistant, Alumni Association Strategic Communications

The Pennsylvania State University•University Park, FL

About The Position

Penn State is seeking an Administrative Assistant to support the Penn State Alumni Association Marketing team, part of the Division of Development and Alumni Relations. The position reports to the Executive Director of Marketing and provides administrative and communications support to the team. The role supports communications work, tracks project progress and performance, handles budget and invoice processes, arranges staff travel, and provides general administrative assistance. It is based at the University Park campus in State College, Pennsylvania. Flexible work arrangements may be considered when compatible with the unit’s needs and the position’s essential duties; approval is not guaranteed.

Requirements

For the Administrative Assistant - Intermediate Support classification: GED or high school education and 2 or more years of relevant experience; relevant education may be accepted in lieu of experience.
For the Administrative Assistant - Support classification: GED or high school education; no prior relevant work experience is required.
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.
Applicants must be authorized to work in the U.S.; Penn State does not sponsor or take over sponsorship of a staff employment visa.
Successful completion of background check(s) is required.

Responsibilities

Support communications efforts, including copyediting, updating content in publications and online, 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.