ADMINISTRATIVE ASSISTANT, PENN MEDICINE
Duties: Reporting to the Director of Leadership Gifts and Two Major Gifts Officers, understand and set priorities, meet deadlines, work on multiple projects simultaneously, coordinate office work, exercise professionalism in dealing with the public, exhibit good judgment, take initiative, participate in special events and communicate with alumni, trustees, faculty and others in writing and in person. Schedule travel arrangements and coordinate meetings, maintain the Director of Leadership Gifts and Two Major Gifts Officers' calendars, and provide materials (folders, gifts, briefings, etc.) for these meetings. Independently assist with logistical planning for special events, i.e. securing event sites, room reservations, floral arrangements, audio-visual equipment and travel plans. At times, staff special events as necessary. Handle preliminary prospect research from web sites and search engines. File paperwork for Wealth Reviews, Research Profiles, Ratings, Prospect Assignments and keep logs of requests. Prepare ad hoc queries, exports and reports from databases as needed and/or requested, this includes running online reports. Compile and summarize data for donor and alumni reports. Prepare standardized reports. Draft, edit and finalize individual communications, routine acknowledgement letters and manage select mass mailing. Update address listing by incorporating changes in address in alumni systems and forwarding this information onto alumni records. Represent the Office through telephone, email and personal contact. Process reimbursements using Concur.
Qualifications: High School Diploma required. BA/BS preferred. 3-5 years' experience in an office setting required. Strong organizational and secretarial skills desirable.
Alumni relations experience, fundraising experience and/or special events experience a plus. Some experience coordinating programs and working with volunteers. Excellent interpersonal skills, ability to work on several projects simultaneously under extreme deadlines, articulate self-starter. Willingness to staff events and put in overtime. Must be reliable, resourceful, energetic and a team player. Ability to lift up to 25 pounds. Value humor.
Reference Number: 90-25474
Salary Grade: 024
Employment Type: Non-Exempt
Org: Penn Medicine Development
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.
Job Family: X-Secretarial/Administrative