Administrative Assistant - Supervisor, Primary Giving

POSITION SPECIFICS

Penn State is currently seeking a Administrative Assistant – Supervisor to support the Associate Vice President for Primary Giving. The Administrative Assistant – Supervisor serves as a strategic administrative partner to the Associate Vice President (AVP) of Primary Giving, providing high-level executive support while coordinating administrative operations across the Primary Giving team. This role manages the AVP's complex calendar, travel arrangements, expense reporting, meeting logistics, and other executive support functions, ensuring seamless day-to-day operations.

In addition, the Administrative Assistant – Supervisor provides leadership and oversight to the other administrative professionals supporting Primary Giving initiatives who are organizationally embedded within Annual Giving. This includes coordinating workflows, establishing consistent administrative practices, prioritizing competing demands, and fostering collaboration across teams. 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 are to attach a cover letter and resume/CV with their application. Reporting to the Associate Vice President of Primary Giving and working closely with a wide array of DDAR and University units, as well as other partners, this Administrative Assistant – Supervisor will:

• Plan, organize, and support the daily office activities and administrative processes for the Associate Vice President for Primary Giving;
• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications;
• Provide critical administrative support including maintaining budgets, processing financial transactions, managing scheduling and calendars, and arranging travel and itineraries;
• Will supervise, train, and provide performance input for assigned administrative staff
• Coordinate meeting and event planning and execution, including all logistics;
• Greet and direct visitors;
• Compose, review, and distribute internal and external communications;
• Collect, organize, research, and analyze information and data to prepare reports, presentations, summaries, contracts, and proposals utilizing various databases and Microsoft applications;
• Create and maintain files, spreadsheets, and databases;
• Maintain office supplies, arrange for equipment maintenance and facility’s needs;
• Resolve inquiries and ensure compliance with work unit and University policies and procedures;
• May perform non-routine administrative duties, and proxy responsibilities as authorized;
• Support the AVP of Primary Giving in non-routine and confidential administrative duties, frequently liaising with leadership across University units;

The successful candidate will have:

• Experience in handling and protecting strictly confidential information;
• Experience in supervising full time staff
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• Project management and computer skills, strong familiarity with databases and Microsoft software is a plus;
• Exemplary interpersonal and communication skills with an exceptional attention to detail;
• Experience in expense reporting and familiarity with Penn State systems is preferred;
• 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.
• Experience in expense reporting and familiarity with Penn State systems is preferred;
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues;
• Proficiency in Office 365 applications (i.e. Teams, SharePoint, Outlook, Word, Excel, PowerPoint).

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…