Administrative Assistant, Penn State College of Medicine

• 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, seeNotice to Out of State Applicants.

POSITION SPECIFICS

Reporting to and supporting the Executive Director of Development and Alumni Relations and the Executive Director of Annual Programs and working closely with partners across the institution, this Administrative Assistant for Development will:

• Manage calendar and tickler files;

• Actively support internal communication and administrative workflow as it relates to donor/volunteer engagement, cultivation, solicitation, stewardship, event planning and gift accounting;

• Articulate Penn State's needs, ambitions, and values through excellent informal and formal communications;

• Schedule meetings, provide communication support (reviewing and writing letters), and respond to items in a timely manner;

• Maintain budgets within the department. Monitor, verify and reconcile expenditures. Complete and file expense reports including purchasing, travel authorizations and reimbursements, and food and beverage transactions;

• Complete projects, special assignments; determine priorities, manage your time, provide onsite events and donor meeting support, problem-solving and provide business plan support, as needed;

• Field all telephone calls for the Executive Directors and triage appropriately, and general department calls;

• Read and analyze incoming mail, memos, letters and reports to determine their significance and plan their distribution;

• Proactively assist with scheduling and logistically preparing for meetings, events, official business travel and social functions for internal and external groups and partners; including anticipating needs around scheduled meetings and preparing agendas in advance for review;

• Coordinate and perform all administrative duties for the Executive Directors in a timely manner.

• Make all necessary travel arrangements and build itineraries around travel, including making reservations and providing detailed information prior to travel;

• Assist with drafting, editing and proofing correspondence, entering contact reports and working with the Executive Directors to draft follow-up and supporting prospect stewardship;

• Manage goal setting documentation and tracking weekly.

The successful candidate will also:

• Preserve confidentiality of information;

• Convey positivity and collegiality to coworkers and community members;

• Possess the ability to create and maintain an inclusive and respectful environment for all students and colleagues;

• Maintain a high level of versatility and efficiency with respect to the need to work with diverse internal and external constituencies, and to deal with interruptions and shifting priorities in a dynamic office environment;

• Prioritize multiple tasks in a fast-paced environment;

• Work independently and in a team environment;

• Work within strict deadlines;

• Have excellent written communication skills (i.e. writing professional business correspondence);

• Have excellent oral communication skills (i.e. ability to deal effectively with others, speak professionally on the phone, etc.);

• Be highly proficient in Microsoft Office 365 (PowerPoint, Excel, Teams);

• Recognize the service-oriented and consequential nature of the tasks associated with this position and maintain a physical presence during standard office hours (M-F 8:00 am - 5:00 pm);

• Have proven ability to self-motivate and work both independently and as part of a team;

• Demonstrate a commitment to professional development, learning, and being mentored.

DDAR is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Penn State's Division of Development and Alumni Relations

If you believe in the power of higher education-and philanthropy-to shape the public good, you'll excel right here in Penn State's Division of Development and Alumni Relations (DDAR). Our organization includes more than 500 professionals engaging a community of more than 800,000 alumni who believe in the power of giving back. Across our interdisciplinary teams of fundraisers, alumni relations professionals, communicators, event planners, financial experts, and more, there is a place for you to make a difference in the lives of students and faculty while taking your own career to new heights. Learn more about us at raise.psu.edu and explore the success of our most recent campaign at greaterpennstate.psu.edu.

Building a Career and a Life at Penn State

Across all campuses and an online World Campus, our 100,000 students and 17,000 faculty and staff know the real measure of success goes beyond the classroom-it's the positive impact made on communities across the globe. Penn State consistently ranks among the top academic and research universities in the world: psu.edu/this-is-penn-state/facts-and-rankings

This position is based at the College of Medicine campus, located in Hershey, Pennsylvania. Known as the "Sweetest Place on Earth," Hershey is just a few miles east of the state capital in Harrisburg, offering a broad range of arts, culture, entertainment, cuisine, and natural assets to enjoy: https://www.visithersheyharrisburg.org/.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

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.

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