Philadelphia, PA
Jul 11, 2018
Institution Type
Four-Year Institution

Duties: The mission of the Major Gifts Program is to raise major gifts ($250K - $5 million+) for University priorities, with a focus on the undergraduate schools: Nursing, the School of Arts and Sciences, the School of Engineering and Applied Sciences and Wharton. In addition, the program is charged with identifying and developing new major gift prospects and volunteer leadership for the Schools, Centers and University. Prospects assigned to the Major Gifts Program are largely comprised of undergraduate alumni, but also include parents of current undergraduate students.

Based in New York City and reporting to the Senior Director of Major Gifts, New York Regional Office, the Development Associate will conduct prospect research, run reports, assist with meeting preparation and follow up, perform database updates, process gifts, maintain local library of gift opportunities and program materials and coordinate special events. The Development Associate will work in concert with the campus-based administrative team to ensure consistency in operations and clear communication on a range of things from finances to sensitive donor and gift information. In addition, s/he will work to proactively identify opportunities to improve our processes. This position will provide the successful candidate with an introduction to the major gift fundraising process and will prepare him/her for more advanced positions in a professional development setting.

Specific Responsibilities:
Office Operations:
* Manage day-to-day financial, administrative and communication systems of the New York Regional Office. Receive visitors and answer phones; represent the office in a collegial and professional manner to diverse audience of alumni, parents, major donors, Penn Club members and vendors.
* Serve as liaison between New York office and other University departments, including daily email correspondence, access of database systems and handling and distributing mail and interoffice communications; create new systems as needed.
* Become proficient in Ben Financials, the University's financial system, in order to effectively use and manage the Office's Purchasing Card, maintain financial records, prepare and submit financial/expense reports and office bills for payment, and ensure timely handling of all finance related activities.
* Maintain and organize office files, order supplies and materials, make travel reservations, respond to inquiries that require interpretation of office/department policies and procedures; independently dispense information and respond to requests on University programs.
* Serve as liaison to Penn Club for general office/maintenance issues and provide Penn Club personnel with monthly report of alumni who are new residents to the New York area as potential membership applicants.

Major Gift Program Support:
* Support Senior Director and two to three major gift officers in each stage of prospect identification, cultivation, solicitation and stewardship, with special responsibility for accurately maintaining and updating prospect/donor records in ATLAS (Penn's development database), running database queries and reports, conducting research, identifying new prospects, preparing materials for prospect/donor meetings, assisting with donor correspondence and processing gift transmittals in a timely manner.
* Assist in developing and implementing cultivation tools and tracking systems for the office as needed, including written stewardship letters/emails and helping to develop strategies for different constituencies.
* Coordinate special events and meetings for the New York Region, including assisting in developing event concept/speaker, managing target invite list, creating and executing mailing of invitations, tracking responses/follow up, coordinating with vendors, printing name tags, developing event briefing, providing on-site event assistance and helping to implement follow up plan.
* Maintain and update repository of information on Penn's Schools and Centers, including gift priorities and proposal language
* Other duties as assigned.

Qualifications: Three to five years of progressively responsible experience in providing administrative support required. Resourcefulness, strong written and verbal communication skills and attention to detail is essential. Demonstrated experience in general office management and events management is preferred; prior work in development and/or university setting helpful. Proficiency in Microsoft Office products and internet research adeptness required. Experience in relational databases is desirable. Ability to work occasional evenings/weekends, with limited travel to Philadelphia and within NY metro area. High School diploma (or equivalent) required. Bachelors degree preferred.


Reference Number: 90-29337

Salary Grade: 024

Employment Type: Non-Exempt

Org: New York Regional Programs

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

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