Administrative Support Assistant 3
- University Park Campus
- Date Announced:
- Date Closing:
- open until filled
- Job Number:
- Level/Salary Band:
- 03 – F – Non-exempt
- Work Unit:
- Division of Development and Alumni Relations
- Penn State Alumni Association
- Full/Part Time:
The Penn State Alumni Association is the largest dues paying organization of its kind in the world! As a member of the Alumni Association’s Engagement team, you are responsible to assist in the efforts to build lifelong relationships with our over 600,000 living alumni, volunteers, donors, friends and students. Reporting to the Director of Alumni Travel and Events, this position is responsible for providing support to the Alumni Engagement Team with a concentration on the events unit. The engagement team consists of the following areas: Alumni Events and Travel, Student and Young Alumni, Advocacy, Alumni Career Services, and Volunteer Services. Works with volunteers, committees, alumni boards, Office of the President, and University staff as assigned. Responsible to compose and edit correspondence to all inquiries; process various forms; assist with the administration of budgets; collaborate and work with internal and external vendors regarding contracts and invoices; schedule and approve the calendar of events and meetings for the Hintz Family Alumni Center; create Hintz function agreement contracts and billing. Additional logistical responsibilities include organizing meetings and materials; attending and assisting with off-premise events; processing Cvent registrations and payments; attendee coding; designing, editing and merging of nametags, invitations, menu cards and meal cards to brand each event; creating special reports; scheduling and making travel arrangements; processing expense reports; processing purchase orders; and providing general office support. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience. Experience with ERS, IBIS, eBuy and Advance is preferred. Requires high level customer service skills to address complex questions/issues concerning Alumni Association and University policies, processes, and procedures to our members and other constituents. Ability to coordinate several projects simultaneously and prioritize appropriately is essential. Excellent customer service, initiative, interpersonal skills, attention to detail, and organizational skills required. Occasionally requires early mornings, evenings, and weekend hours. Excellent typing and advanced computer skills in Word, Excel, PowerPoint, Lotus Notes, and data base programs required. The successful candidate must possess exemplary interpersonal skills and demonstrate a genuine appreciation for working with diverse audiences. Must be able to lift 30 pounds with or without accommodation. This is a fixed-term appointment funded for one year from date of hire with excellent possibility of re-funding.
These salary bands have been established to provide salary guidelines for staff positions.