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​

Office of Donor Relations and Special Events (DRSE)

Penn State is currently seeking a Administrative Assistant in the Office of Donor Relations and Special Events (DRSE). 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 Associate Director of Special Events and work closely with a collaborative team of event professionals, central development offices, fundraising units, and other University partners.

This Administrative Assistant will:  

• Attend planning meetings and site visits with event planners, taking notes and providing administrative support
• Build and manage online invitations, registration sites, and event emails using Cvent
• Monitor guest registrations, generate reports, and compile guest details including dietary needs and special accommodations
• Assist with coordinating event logistics such as transportation and facility work orders
• Support planners with preparation of event materials including nametags, registration documents, scripts, seating charts, and place cards
• Provide onsite event support, including registration management and responding to last-minute needs
• Assist with post-event activities including guest follow-ups, sharing of event photos, feedback surveys, and data entry into donor databases
• Answer incoming phone calls and monitor the special events email inbox for guest inquiries during event registration periods
• Provide general office support as needed
• Articulate Penn State’s needs, ambitions, and values, including diversity, equity, and inclusion, through excellent informal and formal communications

This position typically requires a High School Diploma or GED, or equivalent vocational training/degree or higher plus 2 years of related experience or an equivalent combination of education and experience. Experience with Cvent or other online event registration platforms preferred and familiarity with AWA Advance and Workfront is a plus.

The successful candidate will also have:

• Excellent interpersonal, organizational, and time management skills
• High-level proofreading ability and strong at