Administrative Assistant, Four Diamonds
psu/psu_staff
College of Medicine
Posted Sep 11, 2026
- Other
Job description
APPLICATION INSTRUCTIONS: CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal 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. 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 . 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 . POSITION SPECIFICS Penn State is currently seeking an Administrative Assistant to support Four Diamonds in its mission to conquer childhood cancer. 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. Reporting to the Executive Director of Four Diamonds and working closely with donors, student volunteers, and Advisory Board members, as well as other partners within Penn State Health and Penn State College of Medicine, this Development Assistant will provide: Executive-Level Administrative Support (Calendars, Travel, Budgets, Operations) Includes tasks related to managing the daily operations and core administrative support for the Executive Director and the Four Diamonds team. Managing calendars and tickler files Reviewing incoming mail and determining next steps Making travel arrangements and preparing travel documents Reconciling expenses and producing expense reports Maintaining budgets and processing financial transactions Managing office supplies, equipment, and facility needs Coordinating the processing of financial and human resources forms and system input Coordinating a wide variety of special projects to support development results Performing non-routine administrative duties and proxy responsibilities Analyzing administrative operating practices and making process/procedures recommendations for improvement Communications & Correspondence Includes written and verbal communication responsibilities, internal and external. Communicate with internal and external customers and management to exchange information, resolve complex issues or concerns, and appropriately route inbound inquiries Drafting, editing, and proofreading correspondence Managing email and letter communications Composing, reviewing, and distributing communications Preparing presentations, reports, summaries, and talking points Advisory Board Support Coordinate, prioritize, and maintain schedule and calendar of meetings Arrange logistical details of meetings Prepare agendas, assemble and distribute meeting materials, and record and distribute executive minutes Draft, plan and distribute communications to members on behalf of the Executive Director Meeting & Event Coordination Covers preparation, logistics, and support for meetings, events, and official functions. Scheduling and logistically preparing for internal and external meetings, events, and official functions, to include meetings for donors, the Four Diamonds team, and the Four Diamonds Advisory Board Anticipating needs, preparing agendas, and organizing materials Supporting event preparation, execution, and follow-up, to include THON and Mini-THON Leadership Summit Assisting with mailings and event-related tasks Prospect & Donor Management Support Supports the Executive Director’s work in Peer-to-Peer, major gift, and corporate giving. Managing goal-setting documentation and tracking Entering contact reports and proposals into the database Drafting follow-up communications and stewardship materials Executing mail merges for digital and print donor communications Data, Reporting & Research Focuses on database input, research, and analysis. Updating database records Entering solicitation requests and guidelines Conducting donor, alumni, and prospect research The successful candidate will have: Prior experience supporting senior-level executives in a complex, fast-paced organization, preferably within higher education, healthcare, law, or a nonprofit fundraising environment; Demonstrated ability to understand and set priorities, manage details and deadlines, employ critical thinking skills, and work on multiple projects simultaneously; Professionalism in dealing with the public, exhibiting good judgment, and exemplary interpersonal, writing and communication skills; Experience working with CRM or fundraising databases (e.g., Raiser’s Edge, Salesforce, or similar), including data entry, reporting, and donor record maintenance, and Office 365 (MS Word, Excel, PowerPoint, Outlook, and Teams); The ability to create and support an inclusive and respectful environment for all students and colleagues; Demonstrated ability to manage multiple competing priorities, confidential information, and complex calendars with a high degree of professionalism and discretion; Experience with budget management, expense reconciliation, and financial transaction processing; A strong background in meeting and event coordination, including logistics, preparation of materials, and follow-up activities; 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. Candidates must submit a resume and a cover letter. 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. MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS) 2+ years of relevant experience Required Certifications: None Penn State’s Division of Development and Alumni Relations If you believe in the power of higher education—and philanthropy—to shape the public good, you’ll excel right here in Penn State’s Division of Development and Alumni Relations (DDAR). Our organization includes more than 500 professionals engaging a community of more than 800,000 alumni who believe in the power of giving back. Across our interdisciplinary teams of fundraisers, alumni relations professionals, communicators, event planners, financial experts, and more, there is a place for you to make a difference in the lives of students and faculty while taking your own career to new heights. Learn more about us at and explore the success of our most recent campaign at . Four Diamonds Four Diamonds is a gift fund at Penn State University committed to conquering childhood cancer that mobilizes more students to raise money for this cause than any other organization in the country. Learn more about our mission at . Building a Career and a Life at Penn State Across all campuses and an online World Campus, our 100,000 students and 17,000 faculty and staff know the real measure of success goes beyond the classroom—it’s the positive impact made on communities across the globe. Penn State consistently ranks among the top academic and research universities in the world: This position is based at the College of Medicine campus, located in Hershey, Pennsylvania. Known as the “Sweetest Place on Earth,” Hershey is just a few miles east of the state capital in Harrisburg, offering a broad range of arts, culture, entertainment, cuisine, and natural assets to enjoy: