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
Job Profile Title
Administrative Assistant B
Job Description Summary
Provides administrative support to assigned professional staff in the Biomedical Research Development Program within Penn Medicine Development and Alumni Relations, as well as shared administrative responsibilities for the department. Under limited supervision, will need to exercise 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.
-- Supports Senior Executive Director, Director, Associate Director, and Assistant Director on activities related to frontline fundraising and prospect portfolio management, including calendar management.
-- Manages organizational activities on behalf of Biomedical Research Development team including making arrangements for high-level meetings, including the coordination of space and catering, coordinating travel, tracking expenditures and preparing expense account filing, copying, and managing data entry and reporting.Â
-- Coordinates a stewardship/outcomes reporting calendar for larger gifts to biomedical research, including tracking new gift activity, identifying opportunities for stewardship, working with communications staff on reports to donors, and ensuring preparation of proper donor acknowledgement by key faculty members.
-- Prepares correspondence:Â drafts, formats, types, and proofreads letters, manuscripts, grant proposals.Â Proficient in typing and word processing.Â Knowledge of MS Office, including MS Word and Excel required.Â MS Powerpoint valued.
-- Prepares ad hoc queries, exports and reports from ATLAS (gifts administration system) as needed and/or requested.Â Compiles and summarizes data for donor and faculty reports.Â Prepares standardized reports. Manages data entry requests.
-- Oversees budget for Biomedical Research Development Program, including consolidating data for the continuous tracking of expenditures, establishing purchase orders, and routinely updating Senior Executive Director on status of budget reconciliations. Shares budget detail with Penn Medicine Development team members as appropriate.
-- Coordinates mailings and development cultivation events, including planning, execution and staffing events for assigned areas.Â Assists with mailings, special events, and other Penn Medicine Development activities as necessary.Â Staff Penn Medicine Development events as needed.
-- Handles preliminary prospect research using standard reference and files.Â Files paperwork for Wealth Reviews, Research Profiles, Ratings, Prospect Assignments and keeps logs of requests.
-- Manages and prepares gift agreements.Â Prepares gift transmittals as required and ensures all gifts are processed correctly and acknowledged.Â Maintains primary responsibility for the tracking and management of gift data.
-- Opens, reviews, and distributes mail within scope of authority.Â Shares responsibility with departmental development assistant staff for answering telephones.
-- Coordinates priorities for assigned Biomedical Research Development professional staff and works as a team with all Biomedical Research Development staff and other administrative support staff on Biomedical Research activities.
-- Performs other duties as assigned.
Please provide a resume and cover letter for consideration. Please upload all documents in the âœResume/CVâ section of the application prior to submitting.
High school diploma required; Bachelorâ™s degree preferred, and three to five years of progressively responsible administrative experience including knowledge of databases, development and alumni relations, or an equivalent combination of education and experience.
Demonstrated experience in dealing with senior level officers, including ability to interact comfortably with faculty, administrators, and other constituent groups. Event planning and project management experience a plus. Experience within a health care or research environment a plus.
Ability to handle complex and highly confidential materials.
The incumbent works on a daily basis with and through senior institutional officers, trustees and volunteers, administrators, faculty, grateful patients, and development/alumni affairs/ public affairs colleagues, and must have experience, judgment, and communications skills commensurate therewith.
Occasionally lifting 25 pounds or less.
Ability to staff events as needed.Â
Job Location - City, State
Department / School
Development and Alumni Relations
$17.58 - $31.65
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: JR00018313
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.