Senior Gifts & Records Administrator

Pennsylvania (US)
05 Jun 2019
End of advertisement period
02 Aug 2019
Contract Type

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.

Gifts Accounting, Administration and Records is a unique organization with both reporting lines to both Development and Alumni Relations and the Division of Finance. Providing support to Development staff and ensuring the accurate financial reporting of over $600 million contributions to the University annually.
The department is comprised of three units; Gift processing, Alumni records and Gifts Accounting. Gifts Accounting is responsible for ensuring all gifts are recorded properly and timely. As part of this responsibility this group of three individuals provide to Comptroller’s office and External Auditors reporting and fluctuation accounting packages which assist in the preparation of the University Financial statements. They ensure not only the accuracy of contributions revenue and contributions receivable, but also ensure these gifts are recorded properly following Financial Accounting Standards Board (FASB) and Generally Accepted Accounting Principles (GAAP). In addition this group reconciles all daily cash and credit card activity ensuring the gift and financial systems agree to the University’s banking deposit account. This group manages all cash management activities in regards to gift receipts. This group works with Trust Administration to assist with ensuring donor intention is properly met.
This position reports directly to the Director of Gifts Accounting & Administration and Records. The
Sr. Gifts and Records Administrator provides oversight for the multiple data systems used to update and maintain data integrity in Atlas, DAR’s complex alumni and donor database. This position is also responsible for training of internal and external DAR staff members at various levels of responsibility.
Specific Responsibilities:
Review, manage and oversee daily Atlas Gatekeeper loads of electronic data provided by schools and centers, Penn’s Online Community, survey data, regular data cleansing, and update projects that are reviewed and loaded to Atlas through this tool. Review data for consistency, format, and accuracy. Upload data in a timely and organized fashion to assure the highest possible data quality; ensure that all batches are processed each business day. Analyze the data loads for systematic and human errors and work with closely with the Director, data analysts, and ISC staff to correct and develop strategies to eliminate future data flaws. Review and make correctional updates for all data that the load tool determines is exceptional, such as inadequate address data.
Data Analysis – Analyze and resolve data integrity issues as assigned. Review data for consistency, format and accuracy. Look for systematic and human errors and work with Director and ISC staff to correct and develop strategy to eliminate future data flaws.
Acts as Data Administrator for the Penn Online Community. This position is responsible for creating setup codes and assisting/troubleshooting pennkey requests for Alumni, Volunteers, and Penn Parents. This responsibility requires significant external client interactions including Alumni and Volunteers.
Acts as Data Administrator for QuakerNet; assisting both DAR staff and alumni accessing and using the system to its full potential. Provide customer service and troubleshoot issues for alumni by working closely with ISC, Wharton IT, and internal staff. This responsibility requires significant external client interactions including Alumni and Volunteers.
Handles all New Employee, Transfer and Terminated updates in Atlas/Staff Directory. Ensures accuracy and timely updates.
This position is responsible for working closely with Gifts Accounting & Administration and collaborates with the assigned school and center team to maintain communications and face to face meeting on a regular basis which includes quarterly meetings. Performs gift processing during peak periods as well as other duties as necessary.
Training – Act as primary Alumni Finder trainer for all DAR staff. Coordinates and trains staff on a regular basis. This position also assists with Atlas Bio/Demo SuperUser training on a monthly basis and offers Alumni Records expertise to the trainees. This position assists with training new Record employees as needed.
Additional responsibilities include working on special update projects as requested by DAR or as determined necessary through data analysis or quality control reports. Assist with other DAR Records services such as record email, checklists, PennKey access for alumni, answer office phones, and provide back-up for other responsibilities of the Records team.
Required to work Alumni Weekend. In addition, this position is required to work Winter Break and when needed Homecoming.
The work hours are Monday – Friday 9:00 a.m. to 5:00 p.m.

High School diploma and 5 years of progressively responsible experience, or equivalent combination of education and experience, are required. Bachelor’s degree strongly preferred. Experience in higher education and specifically the University of Pennsylvania preferred. Course work or experience with database management preferred. Working knowledge of a foreign language preferred. Excellent reading, editing and data entry skills required.
Ability to work independently and as a team player. Excellent communications and interpersonal skills. Must have advanced knowledge in Microsoft Office
Must demonstrate the ability to provide excellent customer service to a diverse group of alumni, co-workers, and other professionals. Must be able to manage multiple daily tasks while working quickly and independently. Must have high comfort level with web research and tools.
Demonstrated ability to work in a collegial and collaborative environment.
Ability to staff events as needed, and to lift up to 25 lbs.

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.

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