ADMINISTRATIVE COORDINATOR, UNIVERSITY STEWARDSHIP
Duties: The Office of University Stewardship at the University of Pennsylvania provides guidance for Development and Alumni Relations for broad-based stewardship efforts and school and center specific stewardship of their most generous donors. As part of the Principal Gifts department, responsibilities include stewardship of the University's leading donors and assistance with stewardship needs of the University President.
The administrative coordinator works closely with the Senior Director to manage projects and implement programs to steward donors with a lifetime giving of $1 million or more. He or she will help in strengthening institutional relationships with prospects and donors by assisting with and facilitating communication and invitation design, personalized stewardship plans, data tracking, recognition gifts, and special events.
Assist with Principal Gifts department events where stewardship is the central feature. Manage invitation mailings. Write and compile complex briefing materials. Handle RSVPs and staff events as needed. Use ATLAS to run donor reports and monitor monthly stewardship reports. Track Academy membership and recognition names in ATLAS. Ensure stewardship data is accurately recorded.
Provide graphic design support for Principal Gifts department. With guidance from the Senior Director, design invitations, emails and collateral materials for Principal Gifts department events and stewardship needs.
Use iModules to format and send approved invitations and communications to various donor groups. Run reports from iModules on responses and usage.
Work with other administrative professional staff in the department to collaborate on phone coverage when needed, primarily during lunch hours or when other staff members need to be out of the office.
Assist with production of personalized greeting cards for donors from the president or other University administrators. Handle mailings for unique donor gifts from the president.
Organize meetings of the Stewardship Communications Group and select stewardship events. Coordinate agendas and presentation materials, reserve locations, arrange guest speakers, handle RSVPs, and work with caterers to select meals.
Maintain University Stewardship handbook, including stewardship procedures and catalog stewardship ideas. Prepare expense forms and serve as Ben Financials end-user.
Special projects as assigned.
Qualifications: High School diploma required, bachelor's degree preferred. 5-7 related experience or equivalent combination of education and experience required. Excellent computer skills with high proficiency in Microsoft Office required. Graphic design capabilities, including knowledge of Adobe Creative Suite applications, specifically InDesign, Illustrator and Photoshop. Knowledge of email marking programs preferred. Excellent communication and interpersonal skills; attention to detail; ability to handle multiple priorities simultaneously; strong organizational and prioritization skills; ability to exercise considerable initiative and independent judgment and discretion in working with highly confidential matters. This position requires a high level of professionalism, discretion, diplomacy, and confidentiality. Must be comfortable working with a diverse group of colleagues at all levels across the organization. Background in fundraising, communications, or graphic design preferred. Have the ability to work as a team player and provide support during events and/or activities when necessary.
Reference Number: 90-28007
Salary Grade: 025
Employment Type: Non-Exempt
Org: AVP for Principal Gifts
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