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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.

Job Profile Title

Administrative Coordinator

Job Description Summary

Coordinator within the Office of Penn Medicine Development and Alumni Relations (PMDAR) in support of the Abramson Cancer Center (ACC) and University of Pennsylvania Health System (UPHS) Development teams. Administrative support for communications, events, stewardship activities, etc. Project-related duties for supervisor(s) and development staff. Will handle complex and highly confidential materials. Must have the ability to meet deadlines in a goal-oriented environment and have excellent organizational skills.

Job Description

Support ACC/UPHS frontline fundraising team broadly, coordinating communications activities related data and materials.  Reports to and supports Senior Director of Development Communications and Community Engagement (DCCE) and DCCE colleagues on activities related to communication and frontline fundraising initiatives, particularly organization and dissemination of information.

Initiate and utilize an operational system to track communication activity across service line teams.

Coordinates regular meetings for the DCCE unit, including meeting agendas and materials as well as other meetings as needed.

Administrative support for Senior Director(s) of Communications and Community Engagement and DCCE colleagues including meeting scheduling, prospect/donor event and meeting preparations, and coordination of financial/budgetary needs of DCCE team including setting up purchase orders, vendor approval, processing of invoices, general travel needs, and reimbursement.

Coordinate posting of web content related to development communication activity, including third party events.  This includes working with development colleagues to draft, review, and post details on donor lists and/or profiles, third-party events, coordinating the posting of all appropriate newsletter and e-communication content on web, and maintaining an ongoing list of events to be highlighted in various communication pieces, both electronic and print.

Interface, problem solve and execute projects with multiple colleagues across the University, including Gifts Administration, Finance, frontline fundraisers, stewardship and communications professionals in DAR, PMDAR and on ACC/UPHS teams. 

Interface with and provide exceptional service to internal and external audiences including donors and faculty regarding gift activity and acknowledgement. 

Manage the acknowledgement process for ACC/UPHS gifts, including customized correspondence to all $500 donors and above.

Provides information to faculty, staff, alumni; students, volunteers, trustees, and grateful patients concerning Penn Medicine Development.

Manages and maintains confidential files, records, and databases.

Uses conventional spreadsheets and database programs to maintain databases on prospects.

Completes basic development research using multiple PC-based systems, library references and files.

Composes and signs routine correspondence; prepares standardized reports.

Performs other duties as assigned.

Qualifications:

High School Diploma required, Bachelor Degree preferred, and 5-7 years administrative and/or project management experience with progressively complex responsibilities preferred, or equivalent combination of education and experience. Excellent organizational, interpersonal and technical skills. Knowledge of best practices in organizing data and preparing data analysis, utilizing Microsoft Office Suite, with particular strengths in excel and powerpoint, particularly graph development. Thorough and comprehensive knowledge of office procedures, practices and methods. Knowledge of computer databases used in development research is helpful. Ability to handle complex and highly confidential materials. Ability to lift up to 25 lbs. The incumbent 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.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$20.00 - $36.00

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.