ADMINISTRATIVE ASSISTANT, PENN MEDICINE
Duties: Reporting to the Senior Director of Development, provide administrative support to three professional fundraisers in the Penn Medicine Development and Alumni Relations Office. 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 Development team
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 with administrative staff 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. Ability to work with peers and all levels of management and to operate effectively in larger, busy department. Perform other duties as assigned.
Qualifications: High school diploma required and professional administrative training desirable. College degree preferred. 1-3 years of administrative experience required, with one year of experience in development highly desirable.
Knowledge of computer databases used in development research is helpful.
Ability to handle complex and highly confidential materials. Proficient in typing and word processing. Knowledge of MS Office, MS Word preferred. Ability to lift up to 25 pounds. 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: 90-25988
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