Development Assistant

Pennsylvania, United States
08 Jun 2019
End of advertisement period
08 Aug 2019
Contract Type
Full Time

School Name     Development and Alumni Relations
Org     Penn Medicine Development
Posted Job/Salary Grade     024
Employment Type     Non-Exempt
Hours     40.00
Position Type     Full Time
Position Schedule     8:30am-5:30pm
Months     12
Position Length     Ongoing

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.

School/Center Overview     

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.


Penn Medicine is one of the world’s leading academic medical centers, dedicated to the related missions of medical education, biomedical research, and excellence in patient care. Penn Medicine consists of the Raymond and Ruth Perelman School of Medicine at the University of Pennsylvania (founded in 1765 as the nation’s first medical school) and the University of Pennsylvania Health System, which together form a $6.7 billion enterprise.

The Perelman School of Medicine has been ranked among the top five medical schools in the United States for the past 20 years, according to U.S. News & World Report’s survey of research oriented medical schools. The School is consistently among the nation’s top recipients of funding from the National Institutes of Health, with $392 million awarded in the 2016 fiscal year.

The University of Pennsylvania Health System’s patient care facilities include: The Hospital of the University of Pennsylvania and Penn Presbyterian Medical Center which are recognized as one of the nation’s top Honor Roll hospitals by U.S. News & World Report Chester County Hospital; Lancaster General Health; Penn Wissahickon Hospice; and Pennsylvania Hospital, the nation’s first hospital, founded in 1751. Additional affiliated inpatient care facilities and services throughout the Philadelphia region include Good Shepherd Penn Partners, a partnership between Good Shepherd Rehabilitation Network and Penn Medicine.

Penn Medicine is committed to improving lives and health through a variety of community-based programs and activities. In fiscal year 2016, Penn Medicine provided $393 million to benefit our community.

Development Assistant provides proactive and responsive administrative support to two Senior Executive Directors of Development and their respective teams within the Penn Medicine Development and Alumni Relations Office.

Specific Responsibilities:

  1. Provides administrative support to two Senior Executive Directors of Development and their respective teams within the Penn Medicine Development and Alumni Relations Office.
  2. Coordinates projects and administrative tasks and works as a team with other administrative support staff on activities for the University of Pennsylvania Health System and Abramson Cancer Center Development teams.
  3. Formats, types, and proofreads letters, manuscripts, gift proposals, meeting agendas, etc. using Microsoft Word and Adobe Acrobat. Composes some correspondence.
  4. Provides administrative support for planning, executing and staffing events and internal/external meetings for staff, faculty, donors and councils for Penn Medicine Development and Alumni Relations.
  5. Shares responsibility with administrative staff for answering telephones, front desk and campus collection/distribution assignments.
  6. Responds to requests for information from faculty, staff, alumni, students, volunteers, trustees, and grateful patients concerning Penn Medicine Development and Alumni Relations.
  7. Organizes and maintains confidential personal and financial records.
  8. Liases with PMDAR Operations and ACC/UPHS staff to assist with gift processing and finance items.
  9. Uses conventional spreadsheets and database programs to maintain databases on donors. Proficiency in MS Excel, Access, and Powerpoint, Outlook, Google and social media channels needed.
  10. Prepares reports from development, gift and prospect management systems as requested; uses inquiry functions and performs data entry.
  11. Engages in basic development research.
  12. Arranges internal and external meetings, primarily with development colleagues, faculty and donors. Proficiency with Outlook required.
  13. Maintains calendar and arranges travel itineraries and accommodations. Tracks all expenditures for Senior Executive Directors.
  14. Opens, reviews, and distributes mail within scope of authority.
  15. Assists with mailings, special events, and other division-wide activities as necessary.
  16. Work with peers and all levels of management and to operate effectively in larger, busy department.
  17. Responds to requests to pick up and deliver correspondence and gifts from the main Penn Medicine campus.
  18. Performs other duties as assigned.
  19. Occasional work on nights and weekends.


  1. High school diploma and training and/or experience in administrative science. College graduate preferred.
  2. Three to five years of experience preferred, with at least one year of experience in Development highly desirable.
  3. Works on a daily basis with and through senior institutional officers, trustees and volunteers, administrators, faculty, grateful patients, and development/alumni affairs/ public affairs colleagues, and must have experience, judgment, and communications skills commensurate therewith.
  4. Proficiency with Microsoft Office required, Outlook, Google, social media, and Adobe Acrobat experience is desired.
  5. Knowledge of computer databases used in development research is helpful.
  6. Ability to handle complex and highly confidential materials.
  7. Ability to lift 25 pounds or less.

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.