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Pennsylvania State University Administrative Support Coordinator in Hershey, Pennsylvania

APPLICATION INSTRUCTIONS:

  • CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the i (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/EfiwgKReZ4VAjprFZPKWUm0Bq_sU3KzTmERfpryq0esPKQ) nternal 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 (https://pennstateoffice365.sharepoint.com/:b:/s/KnowledgeBaseArticlesSharing/Eeys15Xva4hFokHVtbP1eGIB5i1WFLc-J3k9KHgrFYZ7mg) . 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 (https://hr.psu.edu/sites/hr/files/Application_Process_for_External_Applications_Non-Penn_State_Employees_.pdf) .

JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Pennsylvania State University is seeking an Administrative Support Coordinator to support Major Gift Officers for the Penn State College of Medicine and Directors of Development at the Penn State Health community hospitals in all of its work. This is a demanding and fast-paced position with multiple projects occurring simultaneously. Self-motivation is a must, as well as the ability to organize and maintain details/status/follow-up of all information for each initiative. The Administrative Support Coordinator role is based at the College of Medicine in Hershey, Pennsylvania, and will work under limited supervision.

Primary Job Duties:

  • Understand and set priorities, meet deadlines, work on multiple projects simultaneously

  • Coordinate office work, exercise professionalism in dealing with the public, exhibit good judgment, take initiative

  • Schedule and coordinate meetings, prepare related materials or presentations, briefings and follow up communications, take meeting minutes as appropriate

  • Coordinate travel plans and necessary materials, process related expenses

  • Assist with logistical planning for special events and meetings

  • Assist gift officers with solicitation, stewardship and prospect tracking process for grateful patients, alumni, and faculty/staff as needed

  • Manage print project and marketing communications for alumni communications and annual appeals including initiating and maintaining Easy Project jobs, working with internal and external design, photography, print staff and vendors

  • Communicate with vendors, volunteers, alumni, faculty, hospital leadership and others in writing and in person

Communication is a key element to this position. Maintaining consistent and accurate communication with team and department staff, and external departments and vendors, and keeping accurate records is a critical component of the job duties for this position, as this person will represent the office through telephone and personal contact.

Additional Job Duties:

  • Staff special events as necessary

  • Provide assistance with the management of budgets

  • Process necessary invoices and budget forms

  • Perform other duties as assigned

    Requirements:

  • Strong organizational and administrative skills

  • Excellent written, verbal, and interpersonal skills

  • Data management skills to include the ability to update database files, verifying accurate data lists, and facilitate data file transfers.

  • Typically requires a associate degree or higher plus three years of related experience, or an equivalent combination of education and experience

    The Division of Development and Alumni Relations 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.

    This position is based at the College of Medicine in Hershey, Pennsylvania. With proximity to New York, Washington, D.C., Philadelphia, and other major metropolitan centers, and with strong ties to Penn State’s University Park campus, located less than two hours away, Penn State Health and Penn State College of Medicine connects central Pennsylvania with world-class medical care, research, and education. Known to residents and visitors as “the Sweetest Place on Earth,” the city of Hershey is still home to the chocolate company created by Milton S. Hershey, and thousands of families each year enjoy the fun of Hershey Park, with its more than seventy rides and attractions. Hershey also welcomes avid golfers to four world-class courses, and the area offers a range of outdoor activities, including fishing and biking. Penn State Health Milton S. Hershey Medical Center is just thirteen miles from the center of Pennsylvania’s state government in Harrisburg, ranked as one of the top cities in the country to raise a family. To discover why residents love our region, please visit: http://visithersheyharrisburg.org

Background Checks:

In addition to standard background checks, is also required, as well as the following : PA State Police Criminal Background Check, PA Child Abuse History Clearance, and Federal (FBI) Fingerprint Criminal Background Check.

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. 

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 (https://police.psu.edu/annual-security-reports) .

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.

Federal Contractors Labor Law Poster (https://affirmativeaction.psu.edu/files/2022/01/Federal-Contractors-Labor-Law-Poster.pdf)

PA State Labor Law Poster

Affirmative Action (https://policy.psu.edu/policies/hr11)

Penn State Policies

Copyright Information (https://www.psu.edu/copyright-information)

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