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.

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
Administrative Coordinator for The Penn Fund

Job Profile Title
Administrative Coordinator

Job Description Summary

Established in 1927, The Penn Fund, Penn’s undergraduate annual giving fund, serves as the primary philanthropic vehicle for the University’s 100,000+ strong community of undergraduate alumni and students. Gifts to The Penn Fund benefit the University’s highest undergraduate priorities through unrestricted support and individual endowed scholarships.

The Administrative Coordinator reports to the Executive Director of The Penn Fund and serves as a key member of his or her team.  He or she provides high-level support to the Executive Director and manages the financial, budget, and office operations for the entire Penn Fund.

The position is essential for the overall operation of the office with respect to administrative workflow and direct administrative support for the Executive Director. The coordinator must possess excellent organizational and communication/writing skills, the ability to prioritize assignments and bring multiple tasks to completion, as well as the ability to plan and anticipate operational needs well in advance.

Job Description

A primary function of this position is the financial management and budget oversight for The Penn Fund in partnership with the Executive Director. In this role, the coordinator will serve as the business administrator for The Penn Fund assisting with the purchasing of supplies, reconciliation of travel and entertainment expenses, opening and verification of purchase orders for marketing efforts, and maintenance of department purchasing card and petty cash reserves. In addition, the person in this role will manage journal transfers between Penn departments and monitor expenditures in Penn accounting systems. The coordinator will also be tasked with month and year-end financial reporting to the Executive Director to ensure The Penn Fund meets budget expectations.

The successful candidate will also meet regularly with the Executive Director to discuss overall support needs including assistance with the following: The Penn Fund Executive Board management and scheduling, event briefing preparation, travel planning, meeting creation and calendar maintenance. Intimately involved with all aspects of the day-to-day operation of The Penn Fund, the successful candidate will both partner with teammates and work independently to complete tasks requiring complex and/or specialized knowledge.

Qualifications:

High School diploma required, BA/BS degree preferred; at least 5 years of experience with increasing responsibility in administrative support and/or project management, or equivalent combination of education and experience; ability to prioritize assignments and bring multiple tasks to completion. Must have excellent organizational and prioritization skills. Proficiency in the use of Microsoft Word, Excel and PowerPoint; outstanding interpersonal communication and writing skills; must be able to work independently and as part of a team; should be familiar with budget and payroll management practices with the ability to adapt to new technology. Knowledge of the BEN Financials system highly desirable. Ability to work some evening and weekend hours required.

Cover letter and resume are required documents.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Development and Alumni Relations

Pay Range
$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.