GIFTS & RECORDS COORDINATOR, PENN MEDICINE

Location
Philadelphia
Posted
Feb 06, 2018
Institution Type
Four-Year Institution

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 & 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 & 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.

Under limited supervision, handle gift processing system operations to ensure accurate recording and reporting of gifts and produce acknowledgements to donors for Medical Center Development. Produce Notice-of-Contribution correspondence generated by donations made to the Development program. Provide administrative support. Reports to the Manager of Gifts Administration.

Responsibilities:

Develop an understanding of the University's gift, financial and development systems, policies and procedures. Gain awareness of the educational research, clinical, operational and financial needs and goals of the University of Pennsylvania Medical Center and their relationship to an effective gift system.

Responsible for organizing and maintaining confidential files and records associated with the fund raising activities of PENN Medicine Development & Alumni Relations.

Responsible for processing the high-volume of gifts received by the Medical Center for its Annual and Capital Giving Program, including the preparation of gift transmittals and lockbox files. Reviewing gift transmittals and lockbox files submitted for processing; for accuracy and completeness, Forward copies to Development Communications as necessary. Reconcile gift transactions with bank deposit; Utilize Development database to retrieve and verify donor and gift information; update donor's bio information when necessary. Ensure adherence to schedules and procedures.

Create acknowledgements for gifts received for the Medical Center Annual Giving Programs utilizing the acknowledgement system within the Development database. Produce acknowledgements based on the department's current acknowledgement policy. Proofread draft letters and labels for accuracy before circulating them to the appropriate staff for approval. Incorporate corrections, produce final letters and distribute letters for signature. Prepare signed letters for mailing by making the necessary copies, producing envelopes and marking the acknowledgements mailed on the system.

Create Notice of Contribution correspondence generated by the gifts received for the Medical Center Annual Giving Programs utilizing a Development database. Produce thank-you letters and notice-of-contribution cards based on the policies of the program that received the donation. Proofread draft letters for accuracy before circulating them to the appropriate staff for approval. Incorporate corrections, produce final letters and distributes letters for signature.

Provide information to inquiries from various constituencies concerning the various ways of making contributions to the Medical Center.

Work in conjunction with Central Development, Medical Center and various University Departments; Medical Center Business Officers; Central Gifts Processing and the Treasurer's Office.

Research, reconcile, and provide general quality assurance while serving as General Troubleshooter for problematic gifts.

Perform additional duties as assigned.

Qualifications: High School diploma required. Some college preferred. Knowledge of computers; Microsoft Word and Excel essential. Ability to handle complex and highly confidential materials. 3-5 years general office experience required. 1 year in Development setting highly desirable.
Ability to lift up to 25 pounds.

Reference Number: 90-27932

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: S-Clerical Financial

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