Development Assistant

Pennsylvania, United States
28 Oct 2018
End of advertisement period
28 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 Development and Alumni Relations organization at the University of Pennsylvania is one of the premier development organizations in the world.

Penn’s Development and Alumni Relations (DAR) team members benefit from an exceptional work environment where professional excellence and individual pride in achievement are grounded in a strong institutional commitment to integrity and collegiality as we strive for collective success. For talented and innovative individuals, a career at the University of Pennsylvania offers the chance to be part of an exceptionally exciting environment at the nation’s first university.

We seek talented individuals who will constitute a community that draws on the strength that comes with a substantive institutional commitment to diversity. Diversity is prized at Penn as a central component of our mission and helps create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship.

Penn’s commitment to achieving eminence through diversity is ultimately a commitment to creating a more vibrant university so that our employees will be both stimulated and empowered to shape a better world.

Established in 1927, The Penn Fund, Penn’s undergraduate annual giving fund, serves as the primary philanthropic vehicle for Penn’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.

Reporting to the Director, Class Giving and Reunion Programs, the Administrative Assistant provides primary logistical support for the front-line Class Giving team and its goals to make direct solicitations and support volunteer committees and activities, including solicitation and outreach with an emphasis on the 5th through 30st Reunion classes. The ideal candidate is an efficient and organized problem-solver who is tech-savvy and looking to grow his/her career at a pre-eminent higher education institution.

The Penn Fund Class Giving Team encompasses front-line fundraisers who also manage alumni volunteer fundraising committees. This position is central in the department’s goal to engage, recognize and support volunteers and allow front-line fundraisers the opportunity to access accurate and timely information for effective solicitations. The position requires a commitment to alumni engagement, high quality work, and the ability to handle multiple tasks.

Specific Responsibilities:

Provide administrative assistance to the Director of Class Giving and Reunion Programs including: scheduling and maintaining team meetings, meeting requests, travel and expenses, and general office management tasks

Under the direction of the Director of Class Giving and Reunion Programs and with the assistance of the other Administrative Assistant help create and maintain accurate fundraising reports tracking results, expected gifts and multi-year pledges,

Compile and summarize alumni giving and volunteer engagement data as directed by the Class Giving team in preparation for solicitation and outreach strategies,

Respond to volunteer requests for data including: alumni calling lists, class statistics and giving metrics, and historical class giving benchmarks,

Under the direction of the Class Giving team, help to prepare front-line fundraisers for alumni visits including: preparation of visit packets and leave behind materials, meeting room reservations and arrangements, list reviews for potential reunion and non-reunion meetings, preparation of briefing documentation including internally and externally available information on prospects, assistance with travel and expenses,

Interface with Penn alumni and friends through inbound calls to office, and working with volunteers on specific projects as directed by the Class Giving team,

Under the direction of the Class Giving team help to manage volunteer usage of MVP (mobile volunteer portal),

Under the direction of the Director of Class Giving and Reunion programs and the Executive Director of The Penn Fund, help with the reunion first and second look process for prospect clearance with other departments within Development and Alumni Relations,

Help to create and maintain donor pipelines focusing on leadership giving and relationship building,

Maintain class specific goal tracking worksheet, pre-reunion invitation management (including RSVP’s), creation of nametags and event attendance tracking, and additional volunteer engagement efforts and document accordingly in ATLAS database,

Provide additional administrative support to overall needs of The Penn Fund,

Develop and offer expertise in office automation applications such as Word, Excel, PowerPoint, Outlook, and ATLAS constituent database,

Under the direction of the Director of Class Giving and Reunion Programs assist with special projects and tasks as assigned,

Work collaboratively with other University staff to support stewardship and communication goals of the department

High school diploma required, BA/BS preferred. 3-5 years of experience or equivalent combination of education and experience. Must have strong computer, interpersonal and communication skills. Attention to detail and exceptional organizational ability. Ability to work collaboratively contributing to a total team effort. Proficiency in the use of the Microsoft Office Suite (Word, Excel, etc). Pleasant phone manner. The ideal candidate will have a curiosity for learning best practices for annual giving, and will proactively partner with the Class Giving Directors to ensure efficient and successful solicitations. Ability to work evening/weekend events as needed (sporadically). Ability to lift up to 25 pounds.

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.