University Overview
The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.
Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.
The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.
COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Development Coordinator, Undergraduate and Individual Giving (Hybrid Eligible)
Job Profile Title
Administrative Coordinator
Job Description Summary
Position Overview:
Provide administrative support for the Associate Vice President (AVP) for Undergraduate and Individual Giving (UIG) at Penn. Provide direct support to the AVP around various aspects of the day-to-day operation of the unit as well as supporting the program's broader partnerships, projects and strategies.
Under limited supervision, will exercise careful judgment, initiative, discretion and analysis in carrying out administrative duties. Will handle complex and highly confidential materials. Must have the ability to meet deadlines in a goal-oriented environment and manage multiple priorities simultaneously.
Job Description
Pay Range in Job Description section above responsibilities/Duties
Targeted Pay Range: $23- $27
This Targeted Pay Range is only applicable to this job posting. All salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and job profile.
Specific Responsibilities:
Support the AVP and Undergraduate and Individual Giving Office operations, serving as the first point of contact for inquiries from senior leadership, board members, alumni, donors, faculty, and staff.
Handle and respond to inquiries and requests for information in a proactive and timely manner
Represent the Office of the AVP in a professional manner; exercise administrative judgement and maintain sensitive and confidential information.
Schedule staff meetings and retreats, and maintain open and clear communication.
Use good judgement and possess knowledge of the University, the UIG team and DAR in order to field questions, solve problems, make referrals, or direct questions to the appropriate individuals.
Exercise discretion in handling and responding to confidential management and personnel matters.
Keep the AVP abreast of changes and high-level concerns, as necessary, throughout the week.
Work with colleagues across DAR and the institution to share or obtain information as needed.
Office Management
Receive visitors, interact with suppliers/messengers, etc
Order office supplies and materials Documentation/correspondence/memos/lists/labels/mail merges
Maintain and organize office files; create new systems as needed
Compose routine correspondence and memos, and proofread documents Handle and distribute office mail and intramural mail to campus
Coordinate in-office mailings for department/oversee scheduling of meetings/events
Coordinate travel arrangements for AVP
Prepare recurring monthly progress reports for the program and track weekly fundraising reports
Provide back-up support for other administrative office staff.
Financial
Maintain financial records/pay bills/track budget
Submit financial reimbursement forms through Concur, reconcile travel expenses
Serve as office budget administrator by creating financial reports related to office budget, prepare purchase orders, process journal entries and reconcile month-end financial reports
Special Projects
Work with team and/or outside consultants on special projects, as appropriate, such as retreats, fundraising program assessments, campaign planning. And overall strategy Tasks include:
Serve as primary contact for UIG Program Office
Handle budget and contract materials
Manage approval process with business office and
purchasing
Special Events & Meetings
Provide administrative support for internal and donor meetings (e.g., schedule meetings, reserving rooms and A/V support, ordering catering, tracking attendance, and preparing and distributing materials).
Work closely with others to compile, prepare, distribute reports, minutes, and meeting materials.
Ensure that the AVP is fully and daily prepared for meetings and presentations. Research and/or compile briefing materials, as needed for meetings to ensure the AVP is fully prepared for appointments, presentations, and discussions well in advance.
Organize and host events (both virtually and in person) from conception to implementation, including sending invitations, managing RSVPs and event materials, and supporting the virtual administration
**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the "Resume/CV" section of the application prior to submitting.**
QUALIFICATIONS
High School Diploma and 5-7 years experience or equivalent combination of education and experience required. Bachelor's Degree desirable. Previous experience in a development office is preferred.
Keen attention to detail, excellent customer service skills, and demonstrates initiative and accuracy.
Ability to work in a fast-paced, goal-oriented environment.
Exceptional organizational skills and the ability to manage multiple projects simultaneously with minimal supervision.
As a collaborative teammate, be able to build strong working relationships with members of the Undergraduate and Individual Giving and Development and Alumni Relations offices and university-wide colleagues.
Strong proficiency in digital operations, mail merges, and data management and analytics
Creative, flexible, and good sense of humor.
Confidentiality is absolutely necessary.
Ability to relate to donors and alumni in a professional manner
A personal commitment to excellence and to the mission of Penn DAR
Occasional nights and weekends required. Some overtime is required throughout the year.
Job Location - City, State
Philadelphia, Pennsylvania
Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.
Department / School
Development and Alumni Relations
Pay Range
$20.45 - $30.82
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.
Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.
Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
University Benefits
Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition : Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay