Administrative Assistant, Office of Gift Acceptance

Administrative Assistant, Office of Gift Acceptance

Penn State University Park

Full time

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.

Penn State is currently seeking an Administrative Assistant to support the Office of Gift Acceptance. 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.

For full consideration, applicants must submit a Cover Letter and Resume/CV with completed application.

Reporting to the Director of Gift Acceptance and working closely with the members of Gift Acceptance team and other partners across the Division of Development and Alumni Relations, this Administrative Assistant will:

• Provide comprehensive administrative and operational support for gift acceptance and planned giving activities, including estate and trust administration, record management, and processing of gift documentation and recording, while ensuring accurate and effective communication across the Division of Development and Alumni Relations;
• Support estate and trust administration, including tracking payments, preparing documentation, maintaining records, and assisting with correspondence and reporting;
• Coordinate and process guideline agreements and donor intent statements, including routing for signatures, preparing acknowledgment materials, and maintaining tracking systems and archives;
• Prepare and review bequest expectancy reports, ensuring accurate donor records, calculations, and internal coordination for proper recording;
• Provide backup support for specialized gift types, including life insurance and gifts-in-kind, assisting with documentation, donor communication, and record-keeping;
• Maintain planned giving donor recognition and membership tracking, ensuring accurate qualification and follow-up;
• Collaborate in identifying opportunities to improve workflows, tracking systems, and documentation processes to enhance efficiency and compliance;
• Maintain and update internal procedures, guides, and materials related to gift acceptance and planned giving operations;
• Ensure accuracy and consistency of donor and gift data across systems;
• Assist with audits, reconciliations, and data clean-up projects;
• Support implementation or enhancement of databases and reporting tools;
• Assist in ensuring adherence to institutional policies, legal requirements, and donor intent in all gift processing activities;
• Support preparation for internal and external audits by organizing documentation and responding to requests;
• Serve as a liaison for internal departments to resolve issues and stream‐line processes; and
• Deliver general office support, including managing communications, processing mail and financial documents, preparing reports, and responding to inquiries related to gift acceptance procedures.

The successful candidate will have:

• Knowledge of estate and trust administration;
• Exemplary interpersonal and communication skills;
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• Understanding of the Division of Development and Alumni Relations work;
• 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.

Associate Degree

4+ years of relevant experience; or an equivalent combination of education and experience accepted

Required

Certifications:

None

General Equivalency Diploma (GED) or High School (HS)

2+ years of relevant experience

Required

Certifications:

None

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