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.
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.
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
- Demonstrates a genuine appreciation for working with diverse populations
MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS
General Equivalency Diploma (GED) or High School (HS)
2+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None
BACKGROUND CHECKS/CLEARANCES
Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.
SALARY & BENEFITS
The salary range for this position, including all possible grades, is $38,300.00 - $55,500.00.
Salary Structure - Information on Penn State's salary structure
Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.
CAMPUS SECURITY CRIME STATISTICS
Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.
EEO IS THE LAW
Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.
The Pennsylvania State University is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.
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