Administrative Assistant, Advancement Office for College of Arts and Architecture

POSITION SPECIFICS Plan, organize, and coordinate daily office activities and administrative processes Articulate Penn State's needs, ambitions, and values through excellent informal and formal communications Plan, organize, and coordinate daily office activities and administrative processes Provide general office support, ensuring efficient workflow and adherence to institutional policies and procedures Create, organize, and maintain files, records, and databases Greet visitors and provide information; review, respond to, and appropriately direct inquiries Serve as a primary point of contact for students, faculty, staff, fellows, and external partners Compose, review, and distribute internal and external communications Maintain calendars, schedule meetings, and coordinate appointments Provide support for scheduling travel arrangements Coordinate meeting logistics, including scheduling, agenda development, and preparation of materials Review, edit, and format reports, presentations, and correspondence Collect and organize data, including budgetary and operational information Compile and maintain records to support departmental and institutional reporting needs Track expenditures and assist with budget preparation and projections Initiate financial transactions, reimbursements, and budget revisions in accordance with policies Maintain inventory and order office supplies Support and coordinate meetings, workshops, and special events; reserve spaces, develop itineraries, prepare materials, and coordinate across teams Serve as a point of contact for vendors and event stakeholders Respond to inquiries and issues while ensuring compliance with unit and university policies and procedures Handle sensitive and confidential information with discretion The successful candidate will have: A positive and friendly attitude and enjoy working with others; Exemplary interpersonal and communication skills; The ability to create and maintain an inclusive and respectful environment for all donors, alumni, volunteers, and colleagues; Strong attention to detail; The ability to juggle and prioritize multiple tasks; 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. Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants . MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience; Relevant education accepted in lieu of experience Required Certifications: None 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 #J-18808-Ljbffr