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 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. 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