Administrative Assistant, Office of Gift Acceptance

Position Summary

Administrative Assistant – Gift Acceptance (Division of Development and Alumni Relations, University Park Campus).

• 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.
• Support estate and trust administration by 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 streamline processes.
• Deliver general office support, including managing communications, processing mail and financial documents, preparing reports, and responding to inquiries related to gift acceptance procedures.

• Knowledge of estate and trust administration.
• Exemplary interpersonal and communication skills.
• The ability to create and maintain an inclusive and respectful environment.
• Understanding of the Division of Development and Alumni Relations work.
• Proven ability to self‑motivate and work independently and as part of a team.
• Commitment to professional development, learning, and mentorship.

Employment will require successful completion of background check(s) in accordance with University policies. Applicants must be authorized to work in the U.S.; the University does not sponsor or take over sponsorship of a staff employment Visa.

The salary range for this position, including all possible grades, is $40,608.00 – $64,668.00.

Penn State provides a competitive benefits package for full‑time employees, including medical, dental, and vision coverage; retirement plans; paid time off (holidays, vacation, and sick time); and a generous 75% tuition discount for employees and eligible family members.

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814‑865‑1473.