ADMINISTRATIVE ASSISTANT, PENN MEDICINE
Duties: Reporting to a Senior Director of Development, the Development Assistant will provide administrative support to a team of front line Development Officers in the Penn Medicine Development and Alumni Relations Office. Coordinate priorities for assigned Development Officers and work collaboratively with other administrative staff on activities for the University of Pennsylvania Health System Development team.
Format, type, and proofread letters, donor correspondences, proposals, statistical and confidential documents using specialized medical development terminology on word processing equipment.
Provide support for planning and execution of 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 multiple calendars, 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.
The Development Assistant will have the ability to professionally and effectively interact with all levels of management within a complex institutional setting, work collegially with peers, and excel in a large, 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: 90-27238
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