Administrative Assistant, Four Diamonds

## Administrative Assistant, Four Diamonds Apply locations:
College of Medicine time type:
Full time posted on:
Posted Todayjob requisition :
REQ #
** APPLICATION INSTRUCTIONS:*** ## CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.* ## CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.
* ## If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.###
** 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.**###   
** POSITION SPECIFICS
** Penn State is currently seeking an Administrative Assistant to support Four Diamonds in its mission to conquer childhood cancer. 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.

Reporting to the Executive Director of Four Diamonds and working closely with donors, student volunteers, and Advisory Board members, as well as other partners within Penn State Health and Penn State College of Medicine, this Development Assistant will provide:
*** Executive-Level Administrative Support (Calendars, Travel, Budgets, Operations)
*** Includes tasks related to managing the daily operations and core administrative support for the Executive Director and the Four Diamonds team.
* Managing calendars and tickler files
* Reviewing incoming mail and determining next steps
* Making travel arrangements and preparing travel documents
* Reconciling expenses and producing expense reports
* Maintaining budgets and processing financial transactions
* Managing office supplies, equipment, and facility needs
* Coordinating the processing of financial and human resources forms and system input
* Coordinating a wide variety of special projects to support development results
* Performing non-routine administrative duties and proxy responsibilities
* Analyzing administrative operating practices and making process/procedures recommendations for improvement
*** Communications & Correspondence
*** Includes written and verbal communication responsibilities, internal and external.
* Communicate with internal and external customers and management to exchange information, resolve complex issues or concerns, and appropriately route inbound inquiries
* Drafting, editing, and proofreading correspondence
* Managing email and letter communications
* Composing, reviewing, and distributing communications
* Preparing presentations, reports, summaries, and talking points
*** Advisory Board Support
**** Coordinate, prioritize, and maintain schedule and calendar of meetings
* Arrange logistical details of meetings
* Prepare agendas, assemble and distribute meeting materials, and record and distribute executive minutes
* Draft, plan and distribute communications to members on behalf of the Executive Director
*** Meeting & Event Coordination
*** Covers preparation, logistics, and support for meetings, events, and official functions.
* Scheduling and logistically preparing for internal and external meetings, events, and official functions, to include meetings for donors, the Four Diamonds team, and the Four Diamonds Advisory Board
* Anticipating needs, preparing agendas, and organizing materials
* Supporting event preparation, execution, and follow-up, to include THON and Mini-THON Leadership Summit
* Assisting with mailings and event-related tasks
*** Prospect & Donor Management Support
*** Supports the Executive Director’s work in Peer-to-Peer, major gift, and corporate giving.
* Managing goal-setting documentation and tracking
* Entering contact reports and proposals into the database
* Drafting follow-up communications and stewardship materials
*…