PROGRAM COORDINATOR, SAS OFFICE OF ADVANCEMENT
Duties: As a member of the Penn Arts and Sciences Office of Advancement team and reporting to the Executive Director of Advancement, the Assistant Director of Advancement will provide administrative support to the Executive Director of Advancement and the Senior Director of Global Operations, as well supervise an administrative assistant. Day-to-day activities include general administrative support, prospect research, drafting routine correspondence, events management, data management and working directly with alumni volunteers and Penn faculty, students and administrators in assisting with the implementation of the School's development strategy. This position requires excellent organization skills, judgement, sensitivity to diverse cultures, and the ability to work effectively across time zones.
With direction and supervision from the Executive Director of Advancement, the Assistant Director of Advancement will:
*Provide administrative support for the Executive Director of Advancement and the Senior Director of Global Operations. This includes calendar management, travel arrangements, including itineraries, processing highly complex travel reimbursement requests, list creation, and other administrative tasks as needed.
*Plan campus visit itineraries for alumni, donors, visitors.
*Schedule all major gifts meetings, including monthly pipeline review, quarterly retreats, and others as needed. Coordinate any necessary meeting materials and communication.
*Supervise the Administrative Assistant who supports the major gifts team.
*Handle travel arrangements, including visas, for the international travel of other advancement staff, academic leadership, and faculty as needed.
*Serve as event coordinator for international development events.
*Assure that SAS international advancement programs and activity are reflected on all relevant SAS and DAR calendars.
*Conduct basic research on constituents as needed.
*Respond to requests from SAS divisions, departments, and faculty for contacts outside the US as well as requests from outside SAS (Penn Global, Alumni Relations, etc).
*Respond to requests from international Penn alumni and parents for introductions at Penn or advice about how to navigate the university. Work with offices across Penn to obtain materials and information relevant to international fundraising.
*Following internal protocols and ATLAS entry requirements, help maintain integrity of international data, input group actions, strategies, and individual contacts when appropriate.
*Assume responsibility for other tasks and special projects as assigned.
Qualifications: B.A. required; 3-5 years relevant experience; knowledge of higher education and not-for-profit sector helpful; some international experience (living, working, studying abroad) desirable. Required skills include: demonstrated competency in Microsoft Office (Word, Excel, Access and PowerPoint); ability to take initiative and independently problem-solve; ability to meet strict deadlines and to work independently, but collaboratively, within a goal-oriented team environment; ability to conduct internet research; 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; highly detail oriented; flexible and productive under pressure. Ability to staff events, work extended or flexible hours and/or travel when necessary. Comfort with diversity in all forms, with different cultural values and norms; understanding of international issues that affect American higher education. Absolute confidentiality and a commitment to professional ethics is essential.
Reference Number: 02-30063
Salary Grade: 026
Employment Type: Non-Exempt
Org: SAS Office of Advancement
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