ADMINISTRATIVE ASSISTANT, PENN DESIGN
Duties: PennDesign prepares students to address complex sociocultural and environmental issues through thoughtful inquiry, creative expression, and innovation. As a diverse community of scholars and practitioners, we are committed to advancing the public good-both locally and globally-through art, design, planning, and preservation.
Reporting to the Assistant Dean for Development and Alumni Relations (DAR), and the Associate Dean for Administration, the Administrative Assistant serves as a point person for all administrative functions of the Development and Alumni Relations Office and will provide administrative support to the Associate Dean for Administration and the Dean's Executive Assistant. He or she will ensure that all logistics related to DAR budgets, board relations, stewardship, special events, alumni relations, database management and fundraising are met in a timely and professional manner. Even though this position reports to the Assistant Dean, he/she is a member of the wider development team and Dean's Suite and will take on projects as assigned by colleagues within the Department.
? Provide administrative assistance to the Assistant Dean for Development and Alumni Relations and the Associate Dean for Administration including: scheduling and maintaining team meetings, meeting requests, travel and expenses, and general office management tasks.
? Serve as the back-up for the Dean's Executive Assistant, including providing support for the Dean when the Executive Assistant is on vacation.
? Work closely with members of the Development and Alumni Relations Team on key tasks related to their programs of responsibility. Assist colleagues in the Dean's Suite on a case by case basis.
? Maintain database with development contact updates, donor activity, etc.
? Help create and maintain accurate fundraising reports tracking results, expected gifts and multi-year pledges,
? Manage development department's financial upkeep and process reimbursements and invoices.
? Assist in the preparation of stewardship mailings and reports.
? Prepare and send letters of acknowledgement for Dean, Assistant Dean and Associate Director, Annual Giving and Alumni Relations.
? Assist in the preparation of all gift agreements and proposals, and process all gifts that come to the department.
? Manage event registrations and email invitations via university programs.
? Oversee the administration and planning for the faculty, executive committee, Board of Overseer meetings, including managing catering, reservations, attendance, reminders, taking minutes and organizing presentations for meeting. Prepare all pre-meeting and post-meeting logistics. Assist with the planning of the Alumni Association, Dean's Council and Regional Alumni Chapter activities. Keep website board portal updated.
? Assist team with major DAR events for PennDesign.
? Prepare front-line fundraisers for visits including: preparation of visit packets including research memos, leave behind materials, meeting room reservations and other arrangements.
? Assist in updating the development department's website presence in coordination with the Director of Marketing, Associate Director, Annual Giving and Alumni Relations and Assistant Director, Communications and Stewardship.
? Ensure that the Dean's Office has adequate supplies, manage mail and phones while also greeting visitors and answering phones with excellent customer service.
Qualifications: High School diploma required, BA/BS preferred. Three to five years of experience or equivalent combination of education and experience. Must have strong computer, interpersonal and communication skills. Attention to detail and exceptional organizational skills. Ability to work collaboratively contributing to a total team effort. Proficiency in the use of the Microsoft Office Suite (Word, Excel, etc.) and complex database systems. Pleasant phone manner. The ideal candidate will have a curiosity for learning best practices for development and alumni relations, and will proactively partner with a variety of departments across all departments at the School. Must be able to work some nights and weekends.
Reference Number: 90-28850
Salary Grade: 024
Employment Type: Non-Exempt
Org: Design in DAR
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