Duties: The Penn Fund generates unrestricted and scholarship support for undergraduate education at the University of Pennsylvania. Gifts from undergraduate alumni, students, parents and friends are used to provide support for immediate budgetary needs including financial aid, faculty initiatives, undergraduate research, and student life programs. The Penn Fund solicits over 100,000 undergraduate alumni and 15,000 parents each year.
The administrative coordinator reports to the Executive Director of The Penn Fund and serves as a key member of his/her team. The administrative coordinator provides high-level support for the executive director and manages the financial, budget, and office operations for the entire Penn Fund.
The position is essential for the overall operation of the office with respect to administrative workflow and direct administrative support for the Executive Director. The coordinator must possess excellent organizational and communication skills, the ability to prioritize assignments & bring multiple tasks to completion, in addition to having the ability to plan and anticipate operational needs well in advance.
A primary function of this position is the financial management and budget oversight for The Penn Fund. In this role the admin coordinator will serve as the business administrator for The Penn Fund assisting with the purchasing of supplies, reconciliation of travel and entertainment expenses, opening and verification of purchase orders for marketing efforts, maintenance of department purchasing card and petty cash reserves. In addition the person in this role will manage journal transfers between Penn departments and monitor expenditures in Penn accounting systems. The person will be tasked with month and year-end financial reporting to the Executive Director to ensure The Penn Fund is meeting budget expectations.
The successful candidate will also meet regularly with the executive director to discuss overall support needs including assistance with: board meeting planning, event briefing preparation, travel planning, meeting scheduling and calendar maintenance. Intimately involved with all aspects of the day-to-day operation of The Penn Fund, the successful candidate will work independently to handle work requiring complex and/or specialized knowledge.
Assisting the Executive Director of The Penn Fund
* Assisting with the Executive Director's calendar
* Coordinate and schedule all The Penn Fund staff meetings, Penn Fund Executive Board meetings, and other regularly occurring meetings;
* Administrative support for Penn Fund Executive Board meetings
o Minute taking at board meetings
o Assembling for review by the executive director the monthly board updates
o Maintenance of updated briefing bio information on all current board members
* Provide office support for the Executive Director including but not limited to: daily correspondence, memos, email, Power Point presentations, donor bios, meeting agendas, volunteer correspondence, ATLAS reports, Qlikview, Excel reports
* Provide follow up reports on programs and events
Office Workflow Coordination and Organization
* In coordination with hiring managers provide training and orientation for all new Penn Fund staff members regarding office procedures: telephone, equipment, mail, training schedules, purchasing guidelines
* Inventory and ordering for all office supplies
* Assistance with shared undergraduate programs office procedures (fridge cleaning schedule, shared coffee order, etc.)
* Primary responsibility for submitting Penn Fund programs to the Development and Alumni Relations (DAR) online calendar
* Disseminate information from Development and Alumni Relations (DAR) to The Penn Fund staff as needed
* Process all purchase orders for The Penn Fund Office
* Report regularly to the Executive Director as to the status of the annual operational budget for The Penn Fund
* Track programmatic expenses according to budgets
* Process C-forms
* Assist with the creation, review and submission of travel and entertainment expenses for all Penn Fund staff
* Report regularly at The Penn Fund staff meetings as to status of operation budget
Special Projects and Assignments
* Participation in events such as the Penn Reunion Leadership Conference, Alumni Weekend, regional/national events, Penn Fund Executive Board meetings, and Homecoming in addition to other special events.
* Build reports and analysis tools to gauge progress and evaluate success as well as build a plan that leverages those successes.
* Excellent customer service and positive attitude.
* Attend monthly direct report meetings with other direct reports of the Executive Director and report on the fiscal health of The Penn Fund and programmatic areas.
Qualifications: High School diploma required, BA/BS degree preferred; 5 years progressively responsible administrative/executive assistant experience or equivalent combination of education and experience; ability to prioritize assignments & bring multiple tasks to completion. Demonstrated supervisory experience preferred. Must have excellent organizational skills and be able to handle multiple priorities with ease. Proficiency in the use of Microsoft Word, Excel and PowerPoint; outstanding interpersonal communication & organizational skills; well organized; must be a 'team' player; should be thoroughly familiar with budget and payroll management practices with the ability to adapt to future technology. Knowledge of the BEN Financials system highly desirable. Ability to staff events as needed.
Reference Number: 90-27915
Salary Grade: 025
Employment Type: Non-Exempt
Org: Penn Fund
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