Administrative Assistant

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Department of Materials Science and Engineering in the College of Earth and Mineral Sciences is seeking an Administrative Assistant – Senior Support 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 by:

• Notifying students about scholarships and awards, collecting thank you letters and tracking and mailing letters from students to donors.

• Contacting donors and informing them of who has received scholarships and awards.

• Supporting development and alumni stewardship activity including maintaining stewardship/endowment file, requiring a high level of confidentiality.

• Council staff and faculty on how to expend endowment funds based on donor guidelines.

• Monitoring account balances.

• Recording all stewardship activity in the e-steward system and attending monthly e-steward and development meetings.

The Administrative Assistant – Senior Support will also be responsible for:

• Planning, coordinating and advertising 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, bios, 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.

• Prepare all financial reimbursement paperwork for speakers and alumni.   

• Order/purchase office supplies for administrative suite, graduate student offices, and Faculty/Staff Lounges. 

• Manage departmental calendars and conference room requests. 

• Overseeing the daily tasks of the federal work-study student as employed.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission. 

Education and Experience:

Requires an Associate Degree and four or more years of relevant experience, or an equivalent combination of education and experience.

Experience with IBIS, LionPath, ESteward, ERS, and the Microsoft Office Suite is desired.  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 pay range for this position, including all possible grades is:

$42,100.00 - $61,000.00

Salary Structure - additional information on Penn State's job and salary structure. 

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here .

Employment with the University will require successful completion of background check(s) in accordance with University policies. 

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action 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.

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