Administrative Assistant , Annual Giving

• 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 Administrative Assistant supports the general administrative functions of a wide variety of academic or administrative units; including greeting/referring/assisting visitors, customers, or staff; preparing documents and reports; compiling records; organizing and maintaining information; analyzing data; and providing general office support.

Administrative Support:

• Act as a backup by answering telephone calls and welcoming guests.
• Sort and distribute incoming mail efficiently.
• Conduct research on donor and gift information to ensure accurate gift recording.
• Update donor information as received or requested, including maintaining records of deceased donors.
• Prepare and submit detailed expense reports.
• Order and manage office supplies to ensure smooth operations.

Donor and Gift Management:

• Document information for EALG (Annual Leadership Gifts) and Lion Line, including donor feedback from calls, emails, and letters.
• Update records in the AWA system for returned mail and ensure the obituaries team is notified of any deceased donor records.

Project Management Support:

• Provide support to the Project Manager in Workfront by entering new projects and updating existing project information as received from unit liaisons.
• Review issue details and project requests to ensure they align with the project workflow and organizational goals.

Annual Giving Campaigns:

• Maintain recurring project appeals for Annual Giving, including Anniversary appeals, General Reminders, and Monthly Matching campaigns.
• Coordinate with relevant teams to ensure timely and effective execution of these campaigns.
• Review and create proofs for special appeals and broad-based projects.

Minimally requires a High School Diploma/GED or Vocational Training/Degree 2+ years of relevant experience or an equivalent combination of education and experience.

The Division of Development and Alumni Relations 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.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

CAMPUS SECURITY CRIME STATISTICS: