Program Coordinator, SAS Office of Advancement

Pennsylvania, United States
22 Oct 2018
End of advertisement period
22 Dec 2018
Contract Type
Full Time

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.

The School of Arts and Sciences forms the foundation of the scholarly excellence that has established Penn as one of the world’s leading research universities. We teach students across all 12 Penn schools, and our academic departments span the reach from anthropology and biology to sociology and South Asian studies.

As a member of the Penn Arts and Sciences Office of Advancement team and reporting to the Executive Director of Advancement, the Assistant Director of Advancement will provide administrative support to the Executive Director of Advancement and the Senior Director of Global Operations, as well supervise an administrative assistant. Day-to-day activities include general administrative support, prospect research, drafting routine correspondence, events management, data management and working directly with alumni volunteers and Penn faculty, students and administrators in assisting with the implementation of the School’s development strategy. This position requires excellent organization skills, judgement, sensitivity to diverse cultures, and the ability to work effectively across time zones.

With direction and supervision from the Executive Director of Advancement, the Assistant Director of Advancement will:

  • Provide administrative support for the Executive Director of Advancement and the Senior Director of Global Operations. This includes calendar management, travel arrangements, including itineraries, processing highly complex travel reimbursement requests, list creation, and other administrative tasks as needed.
  • Plan campus visit itineraries for alumni, donors, visitors.
  • Schedule all major gifts meetings, including monthly pipeline review, quarterly retreats, and others as needed. Coordinate any necessary meeting materials and communication.
  • Supervise the Administrative Assistant who supports the major gifts team.
  • Handle travel arrangements, including visas, for the international travel of other advancement staff, academic leadership, and faculty as needed.
  • Serve as event coordinator for international development events.
  • Assure that SAS international advancement programs and activity are reflected on all relevant SAS and DAR calendars.
  • Conduct basic research on constituents as needed.
  • Respond to requests from SAS divisions, departments, and faculty for contacts outside the US as well as requests from outside SAS (Penn Global, Alumni Relations, etc).
  • Respond to requests from international Penn alumni and parents for introductions at Penn or advice about how to navigate the university. Work with offices across Penn to obtain materials and information relevant to international fundraising.
  • Following internal protocols and ATLAS entry requirements, help maintain integrity of international data, input group actions, strategies, and individual contacts when appropriate.
  • Assume responsibility for other tasks and special projects as assigned.

B.A. required; 3-5 years relevant experience; knowledge of higher education and not-for-profit sector helpful; some international experience (living, working, studying abroad) desirable. Required skills include: demonstrated competency in Microsoft Office (Word, Excel, Access and PowerPoint); ability to take initiative and independently problem-solve; ability to meet strict deadlines and to work independently, but collaboratively, within a goal-oriented team environment; ability to conduct internet research; willingness to learn and apply new technologies as needed. Excellent verbal and written communication skills; excellent interpersonal and organizational skills; thorough knowledge of office procedures, practices, and methods; ability to organize and prioritize assignments and work effectively with diverse groups; highly detail oriented; flexible and productive under pressure. Ability to staff events, work extended or flexible hours and/or travel when necessary. Comfort with diversity in all forms, with different cultural values and norms; understanding of international issues that affect American higher education. Absolute confidentiality and a commitment to professional ethics is essential.

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.