Nov 04, 2017
Institution Type
Four-Year Institution

Duties: The Administrative Assistant reports to the Director of Advancement. The Administrative Assistant will be responsible for managing, coordinating and prioritizing all aspects of the Director of Advancement's calendar, as well as supporting the Senior Associate Director of Advancement, and the Associate Director of Advancement in executing their duties, such as booking travel and processing reimbursements. The Administrative Assistant will act as a strategic partner to the Advancement team, helping to identify opportunities to engage Penn alumni, supporters and other constituents more closely with the Penn Libraries, as well as assisting the Director with follow-up actions.

They will assist in the planning the logistics for the meetings of the Board of Overseers Meetings, Orrery Society Gathering events and Council Meetings both on and off-campus, as well as acting as the point person, and assisting in the organization of, all development events throughout the year. They will work with a variety of stakeholders to arrange meetings across complex schedules for the Advancement Team, and assisting with booking rooms, setting up AV, and materials as required.

The Administrative Assistant will also be responsible for preparing acknowledgement letters for gifts, preparing gift agreements, processing gifts and populating stewardship reports for gifts to the Orrery Society.

The Administrative Assistant will serve as a point person for the Advancement Team, and will spend time speaking, liaising with, and meeting and greeting donors, friends and high-level stakeholders.

Qualifications: High School Diploma or GED and three to five years of experience, preferably in an academic environment, or an equivalent combination of education and experience, are required. Bachelor's degree strongly preferred. Prior experience in administrative support preferred. Experience-based, positive, problem-solving, 'customer service' attitude; excellent interpersonal, organizational, and oral and written communication skills are essential. Strong PC skills in all aspects of Microsoft Office and database programs are required, as well as experience in working with social media networks. Ability to occasionally lift 25 lbs or less. Ability to staff occasional evening/weekend events as needed.

Reference Number: 50-27281

Salary Grade: 024

Employment Type: Non-Exempt

Org: Library 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

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