Administrative Support Assistant, University Programs

The Pennsylvania State University•University Park, FL

21h

About The Position

Penn State is currently seeking an Administrative Assistant supporting the University Programs which is responsible for fundraising efforts on behalf of the Fox Graduate School, Student Affairs, and Undergraduate Education. This position also supports the Parent Philanthropy unit. 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 Director of Development for University Programs, and working closely with both the University Programs and Parent Philanthropy teams, the Administrative Support Assistant will execute general administrative functions for both units; including being a first line of contact for internal and external stakeholders connecting with the units; preparing documents and reports; scheduling meetings; coordinating calendars for both directors; organizing and maintaining information; analyzing data including budgetary expenditures; and providing general office support.

Requirements

Exemplary interpersonal and communication skills
Strong computer skills, specifically Excel, Microsoft 365, Teams, Zoom, and willingness to learn Penn State specific systems CRM (AWA) and endowment management systems (eSteward), finance (SIMBA) SAP Concur
The ability to create and maintain an inclusive and respectful environment for all students and colleagues
The ability to work with a wide variety of stakeholders, including high-level donors, students, faculty, staff, and members of the Penn State community
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

Plan, organize, support, and coordinate daily office activities and administrative processes within the University Programs and Parent Philanthropy units
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, and agendas
Compose, review, and distribute internal and external communications, including office correspondence
Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals
Create and maintain files and databases
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; process work orders for facilities needs
Resolve inquiries and ensure compliance with work unit and/or University policies and procedures
Liaise with the Associated Student Activities office and registered student organizations to accurately record gifts, process gifts-in-kind, and reconcile journal vouchers
Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as point of contact with vendors
May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized
May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes
May interview, train, and direct the work of other support staff, 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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