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​

The Administrative Support Coordinator is the Senior Director of Development’s main staff support responsible for coordinating and scheduling internal and external meetings with academic partners and donors including travel. They also provide administrative support to alumni relations and stewardship.  This role is also the person responsible for all SIMBA related activities including maintaining all financial activities related to alumni relations and stewardship activities funded by college budgets.  This position processes all gifts (checks, gifts in kind, wire transfers) and is the liaison to academic departments to ensure they are properly accounting for all gifts. They are also the general office manager maintaining supplies, keeping contact lists up to date, scheduling and organizing all interviewing and new hire onboarding activities.

• Plan, organize, support, and coordinate daily administrative processes as they relate to the Senior Director of Development's role
• Schedule meetings; coordinate calendars, and book travel arrangements
• Coordinate meeting logistics including scheduling, material preparation, and agendas
• Monitor and maintain budget, process financial transactions, track expenditures, process budget revisions, and assist with budget preparation and projections
• Review and process all incoming gifts that support the college
• Collect, organize, research, and analyze information and data for report, presentation, and proposal preparations
• Create and shared maintain files and database
• Maintain inventory and order office supplies; arrange for equipment maintenance; process work orders for facilities needs
• May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized
• Oversee onboarding of new staff and their office needs

Preferred experience:

• Knowledge of Microsoft Office 365 systems (Teams, Word, Excel, Forms, SharePoint, OneDrive, etc.) SAP Concur, SIMBA, Adobe Acrobat, Zoom
• Success in an office environment where organizational skills are crucial to be effective 
• Ability to be detail-oriented  
• Ability to work with a high level of professionalism, both independently and collaboratively, as a member of a team