APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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POSITION SPECIFICS​

Penn State is currently seeking Administrative Assistant in supporting the College of Medicine. 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 Development and Alumni Relations and the Executive Director of Annual Programs and working closely with the College of Medicine and Penn State Health. This position plays a critical role in supporting the administrative functions for both Executive Directors, who jointly oversee a broad and dynamic team that include:

• major gift officers

• corporate and foundation relations team

• alumni relations professionals

• Children’s Miracle Network: team of community and corporate partnership

• fundraisers, annual giving writers and designers

• annual giving gift officers and writers

• third‑party community fundraising gift officers

The Administrative Assistant will provide:

​Executive-Level Administrative Support (Calendars, Travel, Budgets, Operations)

Includes tasks related to managing the daily operations and core administrative support for both Executive Directors.

• Managing calendars and tickler files

• Reviewing incoming mail and determining next steps

• Handling phone calls and general departmental inquiries

• 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

• Performing non-routine administrative duties and proxy responsibilities

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Meeting & Event Coordination

Covers preparation, logistics, and support for meetings, events, and official functions.

• Scheduling and logistically preparing for meetings, events, and official functions

• Anticipating needs, preparing agendas, and organizing materials<