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Penn State University · 1 month ago

Administrative Support Assistant, University Programs

Penn State University Park

Full-time

Hybrid

Entry Level

$38K/yr - $56K/yr

2+ years exp

Penn State University is currently seeking an Administrative Support Assistant for their University Programs, which focuses on fundraising efforts. The role involves executing general administrative functions, supporting various teams, and coordinating office activities to facilitate effective operations.

Higher Education

No H1B

Responsibilities

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 to accurately record gifts, process gifts-in-kind, and reconcile journal vouchers

Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as point of contact with vendors

May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized

May coordinate work assignments of department/unit support employees to ensure efficient work flow and processes

May interview, train, and direct the work of other support staff, students, and wage payroll personnel

Qualification

ExcelMicrosoft 365CRM systemsBudget managementEvent coordinationProfessional developmentInterpersonal skillsCommunication skillsTeamworkSelf-motivation

Required

General Equivalency Diploma (GED) or High School (HS)

2+ years of relevant experience; or an equivalent combination of education and experience accepted

Exemplary interpersonal and communication skills

Strong computer skills, specifically Excel, Microsoft 365, Teams, Zoom, and willingness to learn Penn State specific systems CRM (AWA) and endowment management systems (eSteward), finance (SIMBA) SAP Concur

The ability to create and maintain an inclusive and respectful environment for all students and colleagues

The ability to work with a wide variety of stakeholders, including high-level donors, students, faculty, staff, and members of the Penn State community

A proven ability to self-motivate and work both independently and as part of a team

A commitment to professional development, learning, and being mentored