ADMINISTRATIVE ASSISTANT

Duties: Penn Medicine is one of the world's leading academic medical centers, dedicated to the related missions of medical education, biomedical research, and excellence in patient care. Penn Medicine consists of the Raymond and Ruth Perelman School of Medicine at the University of Pennsylvania (founded in 1765 as the nation's first medical school) and the University of Pennsylvania Health System, which together form a 6.7 billion enterprise.

The Perelman School of Medicine has been ranked among the top five medical schools in the United States for the past 20 years, according to U.S. News and World Report's survey of research-oriented medical schools. The School is consistently among the nation's top recipients of funding from the National Institutes of Health, with 392 million awarded in the 2016 fiscal year.

The University of Pennsylvania Health System's patient care facilities include: The Hospital of the University of Pennsylvania and Penn Presbyterian Medical Center which are recognized as one of the nation's top Honor Roll hospitals by U.S. News and World Report Chester County Hospital; Lancaster General Health; Penn Wissahickon Hospice; and Pennsylvania Hospital the nation's first hospital, founded in 1751. Additional affiliated inpatient care facilities and services throughout the Philadelphia region include Good Shepherd Penn Partners, a partnership between Good Shepherd Rehabilitation Network and Penn Medicine.

Penn Medicine is committed to improving lives and health through a variety of community-based programs and activities. In fiscal year 2016, Penn Medicine provided 393 million to benefit our community.





Administrative Assistant in the Individual and Organizational Giving area of the Medical Development Center. Responsible for all support functions of four gift officers in the Individual and Organizational Giving Division of Penn Medicine Development and Alumni Relations.

1. Provides administrative support to several Development Officers in the Penn Medicine Development and Alumni Relations Office.

2. Coordinates priorities for assigned Development Officers and works as a team with other administrative support staff on activities for the University of Pennsylvania Health System Development team.

3. Formats, types, and proofreads letters, manuscripts, gift proposals, statistical or legal documents using specialized terminology on word processing equipment.

4. Provides administrative support for planning, executing and staffing cultivation events for the Individual and Organizational Giving program.

5. Shares responsibility with administrative staff for answering telephones.

6. Responds to requests for information from faculty, staff, alumni, students, volunteers, trustees, and grateful patients concerning Penn Medicine Development and Alumni Relations.

7. Organizes and maintains confidential files and records.

8. Prepares gift transmittals and ensure all gifts are processed correctly.

9. Uses conventional spreadsheets and database programs to maintain databases on prospects. Proficiency in MS Excel, Access and File Maker Pro preferred.

10. Prepares reports from development, gift and prospect manager systems as requested; uses inquiry functions and performs data entry.

11. Engages in basic development research using standard reference and files.

12. Composes and signs routine correspondence; prepares standardized reports.

13. Arranges internal and external meetings, primarily with development colleagues, Faculty and donors.

14. Maintains calendar and arranges travel itineraries and accommodations.

15. Tracks all expenditures for Gift Officers.

16. Opens, reviews, and distributes mail within scope of authority.

17. Assists with mailings, special events, and other division-wide activities as necessary.

18. Ability to work with peers and all levels of management and to operate effectively in larger, busy department.

19. Proficient in typing and word processing. Knowledge of MS Office, MS Word preferred.

20. Performs other duties as assigned.

21. 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.

Qualifications: A High School Diploma or GED and 3 years to 5 years of experience or equivalent combination of education and experience is required.College graduate preferred.

2. Three to five years of experience preferred, with at least one year of experience in Development highly desirable.

3. Knowledge of computer databases used in development research is helpful.

4. Ability to handle complex and highly confidential materials.

5. Ability to lift 25 pounds or less.

Reference Number: 90-27682

Salary Grade: 024

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

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