ADMINISTRATIVE ASSISTANT PENN MEDICINE
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 enterprize.
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, provide administrative and programmatic support to the Sr. Director and three Associate Directors of Annual Giving.
Responsible for timely gift processing and production of acknowledgements for Health System donors, including gift transmittals, tracking gifts, drafting and producing form letters, copying correspondence, and coordinating schedules with appropriate signers.
Regularly uses conventional spreadsheets and database programs, such as MS Excel and MS Access, at an advanced level, to track and report on progress of fundraising efforts.
Using Penn's development database, Atlas, extracts and formats data for mailings, and analysis of activities and progress toward various fundraising goals.
Provides information to faculty, staff, alumni, students, volunteers, trustees, and grateful patients concerning Penn Medicine Development and the health system's various entities such as HUP, Penn Presbyterian Medical Center, Penn Medicine at Radnor, Penn Medicine at Cherry Hill and Pennsylvania Hospital.
Aids Associate Director in coordinating the mass and specialized mailings related to solicitations, special events, and stewardship.
Assists Senior Director in balancing the monthly budget report by tracking expenditures, processing invoices and purchase orders and maintaining supplies for department.
Performs HIPAA compliant patient research for the Penn Medicine Development and Alumni Relations office.
Manages the influx of returned mail by: updating the DNS database, using research tools, making direct changes to Atlas and resending the mail to new addresses.
Maintains calendar for Senior Director and Associate Director, including meeting and trip arrangements, travel itineraries, accommodations and processing financial forms.
Variety of administrative duties including opening, reviewing, and distributing mail; organizing and maintaining confidential files and records; composing correspondence; and sharing in office-wide phone coverage as needed.
Supports process for prospect identification and research.
Performs other duties as assigned.
Qualifications: High school diploma and training in secretarial science, with some college preferred.
3-5 years of administrative experience preferred, with one year of experience in development highly desirable. Proficiency with Microsoft Excel and Word, familiarity with complex databases, similar to those used in development research, is essential. Strong writing and communication skills required. Ability to handle complex and highly confidential materials. Ability to lift up to 25 pounds. Staff events as needed.
Reference Number: 90-28828
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