Administrative Support Assistant 3

Penn State University

University Park Campus
Date Announced:
Date Closing:
open until filled
Job Number:
Level/Salary Band:
03 – F – Non-exempt
Work Unit:
College of Engineering
Full/Part Time:


The College of Engineering is seeking an Administrative Support Assistant to provide program and administrative support for Development and Alumni relations in the College. Responsibilities will include submitting reports of contact in AWA (Advanced Web Access), providing comprehensive calendaring as it pertains to College-wide events. Serving as the unit liaison for Department head and Faculty meetings as it relates to follow up to prospect/donor visits, and coordinating all monthly meetings between the Major Gift Officers and Department heads. Assembling materials for development office mailings. Submitting all alumni/prospect address updates. Coordinating travel which includes scheduling flights, hotel reservations, and car rentals. This position will reconcile Purchasing Card transactions, resolving direct bill charges, answering questions, processing electronic forms which include IBIS documents, ERS reports, and eBuy orders. Analyze pledge report to ensure that donor/prospect pledges are accurate, and coordinate with donor and member services to ensure pledge reminders are sent out correctly. Analyze pending reports to ensure that all funds should remain in the pending account. Prepare and process all Gift-in-Kind paperwork for the college. Research, compile, verify, and report the Gifts-in-Kind annually. Interact with development volunteers and assist with the College’s Development Council meetings. Coordinate meetings, organize and conduct meeting registration, organize functions and special program arrangements. Assist with coordinating arrangements for campus visits of alumni, donors, potential donors, and corporate representatives. Open, sort and prioritize incoming mail. Answer phones, direct calls, greet visitors and provide information. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience. Proficient in IBIS, ERS and Microsoft Office is preferred. Working knowledge of a financial or business information mainframe (IBIS), Employee Reimbursement System (ERS), and eBuy is preferred. Familiarity with financial administration and University policies and procedures is a plus. The successful candidate should have the ability to work well both independently and as part of a team, show excellent judgment, proofreading and interpersonal skills.

These salary bands have been established to provide salary guidelines for staff positions.

Salary Band Minimum Midpoint Maximum
A $16,584 $24,456 $32,328
B $18,240 $26,904 $35,556
C $19,728 $29,592 $39,456
D $21,708 $32,568 $43,416
E $24,312 $36,468 $48,612
F $27,228 $40,848 $54,456
G $30,012 $45,744 $61,500
H $34,188 $52,140 $70,080
I $38,988 $59,424 $79,908
J $43,716 $67,740 $91,812
K $50,712 $78,600 $106,488
L $58,836 $91,176 $123,528
M $68,232 $105,756 $143,292
N $80,508 $124,788 $169,068
O $93,492 $147,252 $201,024
P $110,340 $173,760 $237,192
Q $126,396 $199,056 $271,728
R $151,668 $238,872 $326,088