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 Pennâ™s distinctive interdisciplinary approach to scholarship and learning.
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.
Posted Job Title
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Job Description Summary
Under limited direction, provide administrative support to the Executive Director of Principal Gift Strategy, the Senior Associate Director of Principal Gift Operations, and the Assistant Director of Principal Gift Operations. Serve as a primary point of contact to the Office of the President for phone calls, correspondence, events, data, and routine or special requests. Serve as a liaison to external constituents, and University and Department personnel who call or visit the office. Develop and maintain close working relationships with the Office of the President and other senior level offices as needed. Review, prepare, and route confidential correspondence. Compile, manage, and distribute guest lists for Presidential events and provide staffing and coordinate volunteers when needed. Monitor and process office expenses, travel arrangements and reimbursements. Be proactive in the management of calendars and collect and compile all necessary background materials in preparation for meetings. Maintain several confidential databases of information with accuracy, discretion and professionalism. Become proficient in use of development and alumni relations shared database to track information and generate reports. Manage meeting and small event logistics. Perform problem-solving as well as manage a variety of tasks and projects in a professional, accurate, confidential, and timely manner. Serve as back up support for the Senior Vice President of Development and Alumni Relations as well as within the office as needed.
Serve as primary point of contact for staff of Presidentâ™s Office for all information and events related to Development and Alumni Relations (DAR). This requires high level coordination of activities including, but not limited to, direct handling of confidential materials, triaging correspondence requiring response, coordinating calendars, responding to all manner of inquiries either personally or by directing to appropriate staff. Use good judgment to ensure that support of the Presidentâ™s Office is prompt, thoughtful, and responsive.
Work closely with staff in senior administrative offices of the University and staff in school, center and central development offices. Review briefings and ensure that materials received are in compliance with DAR established procedures and facilitate review of these materials by other University officials. Actively request information when needed.
Maintain several confidential databases of information. Gather the data necessary to provide accurate and complete records for discussion by senior officials. Manage the information with discretion and professionalism.
Coordinate with the Office of Gift Planning on the delivery, status and signing of gift agreements. When necessary, hand-deliver gift agreements, Presidentâ™s mail, invitations, and other correspondence to campus locations.
Develop clear concise written materials and compile complex briefing material for meetings and conferences. Prepare agenda, minutes, notices, charts, and reports as needed for meetings and presentations.
Process and prepare background for Development-related Presidentâ™s mail on a daily basis and coordinate timely review by the Vice President and University Secretary to meet deadlines. Draft, proofread, and edit correspondence. Develop and maintain system to coordinate tracking of responses and input information in Atlas as needed.
Receive, distribute, and process information that comes into the office. Ensure adherence to established schedules and procedures. Be proactive in routing information where appropriate and follow-up with staff on outstanding responses.
Update biographic and demographic information in DAR database and add information on recent contact/actions as necessary.
Use DAR database, Qlikview, and imodules to generate reports and perform preliminary analysis of reports.
Process gift transmittals and gift agreements.
Greet and respond to visitors; represent office in absence of supervisors. Receive, screen, and handle considerable volume of phone calls and respond and/or redirect as appropriate.
Prepare expense forms, serve as Ben Financials end-user and department P-card holder, order office supplies, monitor and reconcile expenditures and generate budget reports.
Be proactive in the management of calendars. Schedule meetings including but not limited to the regular standing meetings.
Handle arrangements associated with travel, including transportation and lodging accommodations, meeting schedule and itineraries.
Work with other administrative professional staff in the office to collaborate on phone coverage and special projects when needed.
Assist other staff members during peak work periods and perform other duties as assigned.
Provide back up support for the Senior Vice President of development and Alumni Relations.
Adhere to work schedule established for position and be relied upon to be at work regularly.
High School Diploma required, Bachelor's degree preferred, and 5-7 years progressively responsible secretarial/ administrative assistant experience, or equivalent combination of education and experience; excellent organizational and prioritization skills; strong verbal and written communication skills; ability to deal effectively with diverse constituencies; excellent word processing skills; proficiency in use of Microsoft Office Suite products and FileMaker Pro; ability to exercise considerable initiative and independent judgment and discretion in working with highly confidential matters; detail oriented, flexible, and productive under pressure.
Excellent decision-making and ability to work independently with limited supervision. Knowledge of office procedures required. Demonstrated ability to manage multiple projects and presentations simultaneously under tight deadlines required. Competency with computer software essential; word processing, spreadsheet, database knowledge required. Excellent written, organizational and oral communication skills required. Must have the ability to handle sensitive material and information confidentially. Maturity, poise, judgment and professionalism are necessary. Have the ability to work as a team player and help provide support during events and/or activities when necessary. Development experience preferred. Ability to walk to different campus locations on a daily basis to pick up and/or deliver correspondence as necessary.
Please provide a resume and cover letter for consideration. Please upload all documents in the âœResume/CVâ section of the application prior to submitting.
Job Location - City, State
Department / School
Development and Alumni Relations
$20.00 - $36.00
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.
Internal Number: JR00004679
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.