ADMINISTRATIVE ASSISTANT, AVP PRINCIPAL GIFTS
Duties: The Office of Principal Gifts works with the University of Pennsylvania's most generous prospect pool to maximize their levels of support for Central, School and Center priorities. As part of the Principal Gifts department, responsibilities include managing the relationships of the University's most generous donors and strategically organizing use of and staffing the President, Provost, Deans, Trustees and other high level volunteers in principal gift cultivation and solicitation. In addition, develop and manage the Academy of the University of Pennsylvania, the highest-level stewardship program hosted by the President.
Under limited supervision, provide administrative support to the Senior Philanthropic Advisor of Principal Gifts.
Represent the Office of Principal Gifts and Central Development with professionalism, and provide high-level customer service to Penn's most important internal (including President's office, Deans, faculty, and senior administrators) and external (including Trustees, Penn alumni, parents, families, and friends at influential business, government and leadership levels) constituencies.
Learn to navigate the university as a whole, and establish effective working relationships throughout to respond appropriately to a wide-range of inquiries. Conduct prospect research, monitor and process office expenses, travel arrangements, and reimbursements. Manage calendars, and collect and compile research materials as required for distribution. Utilize problem-solving skills, as well as manage a variety of tasks and projects in a professional, accurate, confidential, and timely manner. Exercise considerable judgment, tact, and diplomacy in the performance of all duties.
Work closely with the Senior Philanthropic Advisor and Principal Gifts team in supporting development activities.
Assist the Senior Philanthropic Advisor of Principal Gifts in supporting front-line development activities, which includes administrative oversight of the Academy (Penn's most generous constituency).
Maintain the Academy database in ATLAS, prepare and track yearly new member data, prepare new member mailing and yearly donor recognition booklet mailing, assist in preparation of yearly programs and biennial weekend retreats; work closely with Academy travel agent, prepare member information packets, manage vendor accounts, coordinate mailings and program responses, update internal DAR calendar with Academy events, and assist in composing member bios from ATLAS and research.
Directly handle confidential materials via e-mail, telephone, and fax with the President's Office, including but not limited to special events.
Update databases using Access, Excel, iModules and ATLAS; coordinate mailings. Word process, compose, proofread and edit correspondence; Receive, distribute, and process information, ensuring adherence to established schedules and procedures.
Prepare and track agreements for gifts, making sure that the language is in accordance with pre-approved University policies and guidelines. Work with Gift Officers, the Office of Gift Planning, and other offices as appropriate, to resolve issues involved with complicated or non-standard gift agreements. Process gift transmittals and follow up with Central Gifts to ensure gifts have been allocated to correct fund. Track and prepare open-pledge and lifetime giving reports for Senior Philanthropic Advisor to assist her in keeping donor payments on track and stewarding PRN donors.
Order reports from central information services such as Academy new member and full membership reports, prospect review meeting reports and other reports as needed; update/enter information in ATLAS records and retrieve information from same as needed. Compile and summarize data; perform preliminary analysis of reports.
Schedule meetings and conference calls, schedule biannual top prospect strategy meetings with all school and center directors and senior central development staff; schedule and facilitate monthly $1M+ donor review with senior central development staff; ensure Outlook and calendars are current. Compile complex briefing material for meetings and conferences, and handle catering when necessary. Prepare agendas, minutes, notices, charts, and reports for meetings and presentations. Assist in planning and executing cultivation and stewardship events.
Handle arrangements associated with travel, including transportation and lodging, meeting schedules and itineraries; ensure that officials and staff have all necessary materials, itineraries, documents prior to each trip and process travel expenses for payment.
Serve as BEN Financials (University financial system) end-user to monitor and reconcile expenditures and generate reports. Purchase supplies and 'thank you' gifts and generate purchase orders. Prepare expense forms.
Serve as backup to Executive Assistant to the Vice President for Development and Alumni Relations in absence of Executive Assistant. In this capacity, occupy the Executive Assistant's workstation. Provide telephone coverage which necessitates interaction with broad constituency, including Trustees, donors, faculty and administrators. Perform secretarial and administrative duties; maintain Vice President's calendar, schedule meetings, prepare documentation for meetings, make travel arrangements and process reimbursements, maintain integrity of workflow by coordinating in/out boxes, typing memorandum, distributing documents, filing, and ensuring gift agreements are signed and returned to appropriate personnel. Coordinate time off with Executive Assistant including holidays to ensure administrative support for the Office of the Vice President is adequately met.
Develop and maintain filing system and correspondence log.
Adhere to work schedule established for position, and be relied upon to be at work regularly. Assist other staff members during peak work periods, and perform other duties as assigned.
Anticipate needs and situations and respond with good judgment.
Observe and maintain confidentiality of all privileged information.
Greet and respond to visitors; represent office in absence of supervisors. Receive, screen and handle considerable volume of inquiries; respond and/or redirect as appropriate.
Qualifications: High School Diploma required; Bachelor's degree preferred; 3-5 years relevant experience; knowledge of higher education and not-for-profit industry helpful; proficiency in the use of Microsoft Word, Excel, Access, PowerPoint, electronic mail and knowledge of ATLAS; knowledge of iModules e-mail tool and HTML helpful; ability to conduct internet research preferred; willingness to learn and apply new technologies as needed; excellent verbal and written communication skills; excellent interpersonal and organizational skills; thorough knowledge of office procedures, practices and methods; ability to organize and prioritize assignments and work effectively with diverse groups; detail-oriented, flexible, and productive under pressure; ability to staff events as needed; ability to occasionally work extended or flexible hours.
Reference Number: 90-28938
Salary Grade: 024
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