ADMINISTRATIVE ASSISTANT, PENN MEDICINE
Duties: Reporting to the Executive Director of Development and provide secretarial and administrative support for 3 professional fundraisers. Coordinate priorities for assigned Development Officers and work as a team with other administrative support staff on activities for the University of Pennsylvania Health System/Centers & Institutes development program. Format, type, and proofread letters, manuscripts, grant proposals, statistical or legal documents using specialized terminology on word processing equipment. Provide administrative support for planning, execution and staffing cultivation events. Share responsibility for answering telephones. Respond to requests for information from faculty, staff, alumni, students, volunteers, trustees, and grateful patients concerning Penn Medicine Development and Alumni Relations. Organize and maintain confidential files and records. Prepare gift transmittals and ensure all gifts are processed correctly. Use conventional spreadsheets and database programs to maintain databases on prospects.
Prepare reports from development, gift and prospect manager systems as requested; use inquiry functions and perform data entry. Engage in basic development research using standard reference and files. Compose and sign routine correspondence; prepare standardized reports. Arrange meetings, maintain calendar and arrange travel itineraries and accommodations. Track all expenditures for supervisors. Open, review, and distribute mail within scope of authority. Assist with mailings, special events, and other division-wide activities as necessary. Perform additional duties as assigned.
Qualifications: High school diploma required, college graduate preferred. 1-3 years of administrative experience required, with 1 year of experience in development highly desirable. Administrative professional training desirable. Knowledge of computer databases used in development research is helpful. Ability to handle complex and highly confidential materials. Ability to lift 25 pounds or less. 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.
Reference Number: 90-25903
Salary Grade: 023
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