Administrative Assistant, Office of Gift Acceptance

Administrative Assistant

Penn State is currently seeking an Administrative Assistant to support the Office of Gift Acceptance. 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.

For full consideration, applicants must submit a Cover Letter and Resume/CV with completed application.

Reporting to the Director of Gift Acceptance and working closely with the members of Gift Acceptance team and other partners across the Division of Development and Alumni Relations, this Administrative Assistant will:

• Provide comprehensive administrative and operational support for gift acceptance and planned giving activities, including estate and trust administration, record management, and processing of gift documentation and recording, while ensuring accurate and effective communication across the Division of Development and Alumni Relations;
• Support estate and trust administration, including tracking payments, preparing documentation, maintaining records, and assisting with correspondence and reporting;
• Coordinate and process guideline agreements and donor intent statements, including routing for signatures, preparing acknowledgment materials, and maintaining tracking systems and archives;
• Prepare and review bequest expectancy reports, ensuring accurate donor records, calculations, and internal coordination for proper recording;
• Provide backup support for specialized gift types, including life insurance and gifts-in-kind, assisting with documentation, donor communication, and record-keeping;
• Maintain planned giving donor recognition and membership tracking, ensuring accurate qualification and follow-up;
• Collaborate in identifying opportunities to improve workflows, tracking systems, and documentation processes to enhance efficiency and compliance;
• Maintain and update internal procedures, guides, and materials related to gift acceptance and planned giving operations;
• Ensure accuracy and consistency of donor and gift data across systems;
• Assist with audits, reconciliations, and data clean-up projects;
• Support implementation or enhancement of databases and reporting tools;
• Assist in ensuring adherence to institutional policies, legal requirements, and donor intent in all gift processing activities;
• Support preparation for internal and external audits by organizing documentation and responding to requests;
• Serve as a liaison for internal departments to resolve issues and streamline processes; and
• Deliver general office support, including managing communications, processing mail and financial documents, preparing reports, and responding to inquiries related to gift acceptance procedures.

The successful candidate will have:

• Knowledge of estate and trust administration;
• Exemplary interpersonal and communication skills;
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• Understanding of the Division of Development and Alumni Relations work;
• 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.

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

If filled as Administrative Assistant - Senior Support, this position requires:

• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

If filled as Administrative Assistant - Intermediate Support, this position requires:

• General Equivalency Diploma (GED) or High School (HS)
• 2+ years of relevant experience
• Required Certifications: None

Penn State's Division of Development and Alumni Relations

If you believe in the power of higher educationand philanthropyto 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 classroomit'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 University Park campus, located in State College, Pennsylvania. State College is ranked among the lowest-stress and safest small cities in the country, with excellent public schools, beautiful parks and other natural assets, and a broad range of cultural and athletic events and venues: statecollegepa.us and statecollege.com

Salary & Benefits

The salary range for this position, including all possible grades, is $40,608.00 - $64,668.00.

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.

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 View phone number on click.appcast.io.

Penn State 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.