Administrative Support Assistant
Penn State University
The Department of Materials Science and Engineering in the College of Earth and Mineral Sciences is seeking an Administrative Support Assistant to be responsible for acting as the liaison between the Materials Science and Engineering department (MatSE) and the Alumni and Development Relations office to inform the alumni office when alumni are visiting, attending events, and volunteering for the department. This position will work directly with the Development and Student Services offices awarding scholarships and awards to notify students about scholarships and awards and collect thank you letters. Contact donors informing them of who has received scholarships and awards, tracking, and mailing letters from students to donors. Support development and alumni stewardship activity. Maintain stewardship/endowment files, requiring a high level of confidentiality. Council staff and faculty on how to expend endowment funds based on donor guidelines. Monitor account balances. Record all stewardship activity in in e-steward system. Attend monthly e-steward and development meetings.This position will plan, coordinate, and advertise all departmental events. Coordinate out of state conference receptions for alumni, faculty and staff. Some out of state events require overnight stays. Secure travel and lodging arrangements for incoming speakers and alumni. Communicate with guest speakers to collect all required paperwork, bio's, abstracts, pictures, and travel preferences. Submit compliance paperwork to the college and risk management for events serving alcohol and contract approvals. Prepare all financial forms and provide proper budget numbers for payments for events, catering and room rentals. Process requests for checks for honorariums and complete INTEM form for processing of cash awards. This position will also serve as the backup assistant for front desk receptionist. This job will be filled as a level 3, or level 4, depending upon the successful candidate's competencies, education, and experience. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience for a level 3. Additional experience and/or education and competencies are required for higher level jobs. Experience with Filemaker, LionPath, ESteward, and Microsoft Office Suites is desired. High accountability and self-management as well as strong attention to detail is required. Some overnight travel and evening work hours may be required. Excellent interpersonal, communications, and organizational skills, and a strong commitment to fostering diversity, inclusion, and teamwork are required. The Pennsylvania State University’s College of Earth and Mineral Sciences takes an active role in building talented, inclusive, and culturally competent workforce. We understand that our shared future is guided by basic principles of fairness, mutual respect, and commitment to each other. Applicants should provide evidence, either woven through their application materials or as a separate diversity statement, of a commitment to fostering diversity, equity, inclusive excellence, and belonging and of engagement that creates an inclusive environment in their department/workplace.
These salary bands have been established to provide salary guidelines for staff positions.