ADMINISTRATIVE COORDINATOR, PENN MEDICINE
Duties: Reporting to the Senior Executive Director of Development, serve as Coordinator within the Office of Penn Medicine Development and Alumni Relations (PMDAR) in support of Senior Executive Director who oversees development programs for Penn Medicine's University of Pennsylvania Health System, Centers and Institutes.
Support Senior Executive Director and two Senior Directors on activities related to management, frontline fundraising, prospect portfolio management, team coordination, budgeting and expenses.
Responsible for handling budgetary activity for areas reporting to the Senior Executive Director and for coordinating with the Business Administrator in managing budgetary issues. Maintain a high level of knowledge in the University's financial system (BEN Financials) and Purchasing information to communicate within the department and campus wide. Assist Business administrator as point person for questions and concerns on all issues related to financial information.
Assist in coordinating the Penn Signature Services / Patient Facilitated Services (PFS) Program's membership and development efforts. This will entail managing lists such as the daily inpatient list and meeting regularly with the PFS team. Assist as needed with membership efforts including crafting outreach letters new top donors to Penn Medicine who should be included in the PFS Program.
Manage Senior Executive Director and two Senior Directors' calendars; schedules internal and external meetings. Coordinate team meetings, retreats and other team-wide activities.
Manage and maintain confidential files, records, and databases. Use conventional spreadsheets and database programs to maintain databases on prospects and donors.
Complete basic development research using multiple PC-based systems, library references and files; interface with research and prospect management groups.
Compose and signs routine correspondence; prepares standardized reports.
Train other administrative staff and act as a resource and subject matter expert on team and office-wide processes and systems.
Perform other duties as assigned.
Qualifications: High school diploma required. 5-7 years administrative support experience with progressively complex responsibilities preferred. Excellent organizational, interpersonal and technical skills. 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. 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: 90-26824
Salary Grade: 025
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