Administrative Support Assistant, Penn State Alumni Association

Penn State University•University Park, IL

18h

About The Position

Penn State is currently seeking an Administrative Assistant in supporting the Penn State Alumni Association (PSAA). 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 Assistant to the CEO, PSAA and working closely with the Division of Development and Alumni Relations as well as other partners, this Administrative Assistant will: Process expense reports and travel for the CEO as well as volunteers. Partner with the reception team by serving as a backup for front‐desk responsibilities, contributing to smooth daily operations and exceptional customer service. Serve as a reliable backup to the Assistant to the CEO, PSAA supporting essential administrative functions during absences or peak periods. Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications. Plan, organize, support, and coordinate daily office activities and administrative processes. Greet visitors and provide information; review, respond to, and direct inquiries. Provide support for scheduling, personal calendars, and travel arrangements. Coordinate meeting logistics including scheduling, material preparation, agendas, and meeting minutes. Compose, review, and distribute internal and external communications. Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals. Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections. Maintain inventory and order office supplies; arrange for equipment maintenance. May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized. May interview, train, and direct the work of students and wage payroll personnel

Requirements

Demonstrated ability to engage with others in a warm, welcoming, and approachable manner.
The ability to create and maintain an inclusive and respectful environment for all students and colleagues.
Excellent communication and interpersonal skills, with a naturally outgoing and customer‑service‑oriented approach.
Able to adapt to different work environments and provide support in various office locations as needed.
Attention to detail.
Familiarity with enterprise systems such as event scheduling, financial management, travel and expense reporting, customer relationship management, and procurement platforms (e.g., Penn State systems including 25Live, SIMBA, SAP Concur, and PSU Buy).
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.
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; or an equivalent combination of education and experience accepted

Responsibilities

Process expense reports and travel for the CEO as well as volunteers.
Partner with the reception team by serving as a backup for front‐desk responsibilities, contributing to smooth daily operations and exceptional customer service.
Serve as a reliable backup to the Assistant to the CEO, PSAA supporting essential administrative functions during absences or peak periods.
Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications.
Plan, organize, support, and coordinate daily office activities and administrative processes.
Greet visitors and provide information; review, respond to, and direct inquiries.
Provide support for scheduling, personal calendars, and travel arrangements.
Coordinate meeting logistics including scheduling, material preparation, agendas, and meeting minutes.
Compose, review, and distribute internal and external communications.
Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.
Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections.
Maintain inventory and order office supplies; arrange for equipment maintenance.
May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.
May interview, train, and direct the work of students and wage payroll personnel

Benefits

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

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