Administrative Coordinator, Principal Gifts - University of Pennsylvania

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.




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.








Posted Job Title

Administrative Coordinator, Principal Gifts





Job Profile Title

Administrative Coordinator





Job Description Summary

Under limited supervision, provide administrative support to the Senior Director of Principal Gifts and two Executive Directors of Principal Gifts. Provide support to the Office of Principal Gifts, as needed.


Represent the Office of Principal Gifts and Central Development with professionalism and provide high-level customer service to Penn’s most important internal (including President’s office, Deans, faculty, and senior administrators) and external (including Trustees, Penn alumni, parents, families, and friends at influential business, government, and leadership levels) constituencies. Ability to navigate the university as a whole and establish effective working relationships throughout to respond appropriately to a wide range of inquiries. Exercise considerable judgement, tact, and diplomacy in the performance of duties. Anticipate the needs of the Senior Director of Principal Gifts, and the Executive Directors of Principal Gifts in their identification, cultivation, solicitation, and stewardship of both prospective and longtime donors.





Job Description


Job Responsibilities



+ Work closely with Senior Director and two Executive Directors in providing administrative assistance in support of fundraising activities.


+ Update spreadsheets, maintain Salesforce/Compass (donor) database information for Principal Gift Prospects and other prospects where necessary, track gifts and maintain filing system for transmittals and agreements, schedule and prepare packets for various events and meetings.


+ Prepare gift agreements for manager’s prospects and process gift transmittals. Follow-up with central gifts to ensure money has been allocated to correct fund and obtain receipts from central gifts or current balance information upon request of the donor.


+ Coordinate time off with other assistants including holidays to ensure support for the office.


+ Handle arrangements associated with travel, including transportation and lodging accommodations, meeting schedules and itineraries. Process travel expenses in Concur for payment.


+ Compose, proofread, and edit correspondence, and be able to sign and distribute in absence of supervisor. Assist in compiling reading materials such as tailored giving options, create packets, and assemble presentation materials for donors.


+ Prepare preliminary background profiles on donors and prospects.


+ Proactively manage complex calendars. Schedule meetings and compile briefing material for meetings and conferences and handle catering when necessary. Prepare agendas, minutes, charts and reports as needed for meetings and presentations. Distribute confidential meeting materials, agenda minutes, charts, and reports.


+ Work on initial drafts of Presidential and event briefing materials and letters.


+ Become proficient with all aspects of shared data base systems.


+ Compile briefing material for medium/large scale events that include the University President. Coordinate and staff all details of small cultivation/stewardship events both locally and regionally that include the University President. Coordinate, plan and staff the Parent Leadership Committee meetings.


+ Greet and direct visitors and respond to inquiries as appropriate.


+ Update and maintain records of Senior Director’s and two Executive Director’s Principal Gift Pipeline.


+ Develop and maintain filing system and correspondence log. Compile and summarize data; order and format (for print distribution) reports for the specific use of prospect management and area donor counts.


+ Manage $1M current parent review meetings with Principal Gifts, Gift Planning, Major Gifts, UGFA, International Gifts and School and Center representation- as well as maintain list for meeting review by transcribing notes during the meeting and entering comments into the larger list, regularly ordered, and formatted from the Reports department.


+ Anticipate needs and situations and respond with good judgement.


+ Perform other related duties as assigned.





Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the “Resume/CV” section of the application prior to submitting.




QUALIFICATIONS:




High School Diploma and 5-7 years relevant experience or equivalent combination of education and experience is required; Bachelor’s degree preferred; knowledge of higher education or not-for-profit industry helpful; proficiency in the use of Microsoft Office products, electronic mail and knowledge of Salesforce; ability to conduct internet research preferred; willingness to learn and apply new technologies as needed; excellent oral and written communication skills; strong interpersonal and organizational skills; thorough knowledge of office procedures, practices and methods; ability to organize and prioritize assignments and work effectively with diverse groups; detail-oriented, flexible, and productive under pressure; ability to staff events as needed; ability to occasionally work evening/weekend extended or flexible hours.








Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Development and Alumni Relations





Pay Range

$20.45 - $27.82 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.










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.




University Benefits

+ Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

+ Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

+ Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

+ Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

+ Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

+ Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

+ Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

+ University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

+ Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

+ Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

+ Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

+ Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.




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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.