Job Information
Pennsylvania State University Administrative Assistant Supervisor in University Park, Pennsylvania
APPLICATION INSTRUCTIONS:
CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) . 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. (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .
JOB DESCRIPTION AND POSITION REQUIREMENTS:
Penn State is currently seeking an Administrative Assistant - Supervisor to support the Development and Alumni Relations Team (DAR) in the Smeal College of Business. As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State’s future and contribute to one of the most successful fundraising and alumni relations operations in the country.
The University is committed to ensuring that diversity, equity, inclusion, and belonging are central to the success of a world-class research institution. We are dedicated to fostering an institutional culture supporting the University’s core values, with inclusion being a fundamental strength and an essential element of our public service mission: equity.psu.edu/equity-at-penn-state/resources . The University’s commitment to diversity, equity, inclusion, and belonging is mirrored in the Division of Development and Alumni Relations’ own ongoing work in these spaces: raise.psu.edu/diversity-equity-and-inclusion .
This position is the lead administrative support for the office, supporting the Senior Director of Development and Alumni Relations and working collaboratively with the members of the development and alumni relations team, as well as faculty and staff across the college. We are seeking a highly detail-oriented, enthusiastic professional to fill this position, someone with a passion for providing excellent customer service to our faculty, staff, and students. This position will supervise two development and alumni relations administrative assistants and collaborate with members of the management team in the development and alumni relations office, as well as the College’s and the Division of Development and Alumni Relations human resources and finance teams. The successful candidate will be responsible for the following:
Plan, organize, support, and coordinate daily office activities and administrative processes within the Institute.
Coordinate work assignments of development and alumni relations administrative assistants to ensure efficient workflow and processes; Train, supervise, mentor, and evaluate these personnel.
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.
Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals.
Create and maintain files and databases.
Maintain inventory and order office supplies; arrange for equipment maintenance.
Serve as the development and alumni relations team's facilities coordinator, managing room access, scheduling, renovations, repairs, and asset transfers.
Resolve inquiries and ensure compliance with College and/or University policies and procedures.
Support and coordinate special events; reserve spaces, develop itineraries, prepare materials, coordinate work between teams, and serve as the point of contact with vendors.
Manage the development and alumni relations budget in coordination with the College and DDAR finance office; Create and distribute expense reports for the office.
May perform non-routine and confidential administrative duties, and proxy responsibilities as authorized.
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.
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 700,000 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 twenty-four 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
Penn State is a diverse and exciting institution that embraces individual uniqueness, fosters a culture of inclusion that supports both broad and specific diversity initiatives, leverages the educational and institutional benefits of diversity in society and nature, and engages all individuals to help them thrive: equity.psu.edu
Education and Experience
This position requires an Associate Degree and at least four years of relevant experience or an equivalent combination of education and experience.
Additional Information
To be fully considered for this position, applicants are required to upload a cover letter and resume. It is recommended to upload one document with all materials enclosed.
The salary range for this position, including all possible grades is:
$46,400.00 - $67,300.00
Salary Structure (https://hr.psu.edu/current-employee/compensation/staff-salary-grades-and-leveling-matrix) - additional information on Penn State's job and salary structure.
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 (https://police.psu.edu/annual-security-reports) .
Employment with the University will require successful completion of background check(s) in accordance with University policies.
EEO IS THE LAW
Penn State is an equal opportunity, affirmative action 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.
Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)
PA State Labor Law Poster
Affirmative Action (https://policy.psu.edu/policies/hr11)
Penn State Policies
Copyright Information (https://www.psu.edu/copyright-information)
Hotlines
University Park, PA