Development Coordinator, GSE

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

The University of Pennsylvania Graduate School of Education, ranked as the #3 graduate school of education in the country by U.S. News and World Reports, is at the forefront of expanding education’s reach and boosting its effectiveness. Penn GSE increases the quality of education and educators, bringing opportunity to a broad range of learners and communities to help improve the world. The Office of Development and Alumni Relations secures philanthropic support for the School’s highest priorities by engaging and stewarding alumni and friends in support of the school’s students, faculty and the communities we serve. Our strategy emphasizes the long view, honoring the relationships nurtured by those who came before us and empowering those who come after us to successfully build on our efforts.
Serve as primary administrative support for the Office of Development and Alumni Relations at Penn’s Graduate School of Education. Provide direct support to the Vice Dean around various aspects of the day-to-day operation of the program as well as supporting the program’s broader partnerships, projects and strategies.
Under limited supervision, will need to exercise judgment, initiative, discretion and analysis in carrying out administrative and clerical duties. Will handle complex and highly confidential materials. Must have the ability to meet deadlines in a goal-oriented environment.
Specific Responsibilities:
1. Support Development and Alumni Relations Office operations
a. Coordinate scheduling and make logistical arrangements for an array of complex managerial meetings including: all meetings for vice dean both on and off campus, weekly team meetings and group meetings
i. Manage the agenda-setting process including soliciting agenda items
ii. Make arrangements with speakers, if appropriate
iii. Reserve meeting spaces and make catering arrangements, when required
iv. Announce meeting over email, take rsvps
b. First point of contact for inquiries from senior leadership, Board of Overseers, alumni and donors, faculty, and staff.
c. Handle and respond to inquiries and requests for information in a proactive and timely manner
i. Duties as required, which include scheduling staff meetings and maintaining open communication.
ii. Use good judgement and possess knowledge of the University, Penn GSE and DAR in order to field questions, solve problems, make referrals, or direct questions to the appropriate individuals.
d. Use discretion in handling and responding to confidential management and personal matters
2. Responsible for scheduling
a. Schedule and maintain calendar for Vice Dean.
b. Use judgment and discretion in managing a very complex schedule which maintains regular contact with various constituencies though meetings, calls, and emails, senior central development officers, senior University administrators, employment candidates, donors and prospects.
c. Arrange and manage a significant volume of meetings at any given time, often on short notice and with high degrees of importance/urgency.
3. Provide assistance for various special projects and events
a. Assist Vice Dean with Campaign and other committees, including: preparing letters, agendas, entering contacts into atlas, scheduling and attending meetings in Philadelphia and elsewhere, as needed.
b. Assist team with other events including coordinating logistics, sending out invitations and tracking RSVPs.
c. Help to manage logistics for two events during Alumni Weekend and two during Homecoming Weekend
i. Serve as point person for catering, layout or logistics
ii. Be the point of contact for speakers or hosts and provide talking points if necessary.
iii. Write and compile briefings and information for the events
d. Create, design and manage the monthly Alumni Newsletter
i. Call for post submissions among team
ii. Keep an eye out for relevant content
iii. Manage and track recipient list and email statistics
e. Responsible for generation of donor acknowledgement letters, monitoring pledge and reminder letters and following up with pledge fulfillments
4. Office Management/Clerical
a. Receive visitors, interact with suppliers, messengers, etc
b. Order office supplies and materials
c. Word processing/correspondence/memos/lists/labels/mail merges
d. Maintain and organize office files; create new systems as needed
e. Compose routine correspondence and memos and proofread documents
f. Handle and distribute office mail and intramural mail to campus
g. Coordinate in-office mailings for department/oversee scheduling of meetings/events
h. Coordinate travel arrangements
i. Prepare recurring monthly data reports for the program
j. Track weekly fundraising reports
5. Financial
a. Maintain financial records/pay bills/track budget
b. Submit financial reimbursement forms through Concur, reconcile travel expenses
c. Serve as budget administrator by creating financial reports related to office budget, prepare purchase orders, process journal entries and reconcile month-end financial reports
6. Special Projects
a. Work with team and/or outside consultants on special projects, as appropriate, such as feasibility studies, fundraising program assessments and post campaign planning. Tasks include:
i. Serve as primary contact for GSE Development Program
ii. Handle budget and contract materials
iii. Manage approval process with business office and purchasing
7. Special Events & Meetings
a. Manage all aspects of GSE Development and Alumni sponsored events, meetings and retreats. Responsibilities include:
i. Securing location
ii. Sending out invitations
iii. Tracking responses
iv. Negotiations with vendors including catering

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.