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.

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Pennsylvania State University is seeking a candidate for an Administrative Support Assistant. The Administrative Support Assistant will be a detailed oriented and organized individual who will provide direct administrative and professional support. The successful candidate will be responsible for the following:  

• Provide support for the Executive Director and the leadership team within Donor and Member Services
• Answer the Donor and Member main phones lines with informed responses and excellent customer service. Ability to respond to routine and moderately complex questions/issues concerning memberships, contributions, biographical inquiries, policies, processes, and procedures from internal and external contacts 
• Greet and receive visitors to the office, provide information and refer, as appropriate
• Open, sort and organize significant mail volumes for subsequent processing. 
• Perform basic to moderately complex research related to donor or member contributions from both internal or external contacts. Update information in member and donor database (AWA) and respond accordingly. 
• Support Executive Director and DMS leadership team activities/meetings by assisting with agendas, meeting materials, meeting coordination, calendars, scheduling and hiring activities. 
• Assist with SAP Concur (expense and invoice processing system) for office expenses, expense reports, and travel activities ensuring compliance and understanding of Penn State’s policies and procedures
• Compose or generate standard letters, memos, and reports needed for Donor and Member Services’ daily operations.
• Oversee office operations: ordering of supplies, requests for maintenance and repairs, managing the supply room, shredding, Inactive Records Center requests, key/security management
• Monitor and maintain budgets; track expenditures, and assist with budget planning 
• Create and maintain files stored in a variety of tools used by the department
• Assist with moderately complex special projects, as necessary

TYPICAL EDUCATION & EXPERIENCE

This position typically requires a high school diploma or higher plus two or more years of related experience or an equivalent combination of education and experience. The successful candidate will also have:

• The ability to be flexible and handle a variety of situations.
• A willingness to learn about the DDAR and to provide information to callers and guests.
• Exemplary interpersonal and communication skills.<