Posting Details

Posting Details

Reference Number 90-29497 Posted Job Title ADMINISTRATIVE ASSISTANT School Name Development and Alumni Relations Org Gift Administration Posted to the Web 07/31/2018 Posted Job/Salary Grade 024 Employment Type Non-Exempt Hours 35.00 Position Type Full Time Position Schedule 9:00 am - 5:00 pm Months 12 Position Length Ongoing Position End Date University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

School/Center Overview

The Development and Alumni Relations organization at the University of Pennsylvania is one of the premier development organizations in the world.

Penn’s Development and Alumni Relations (DAR) team members benefit from an exceptional work environment where professional excellence and individual pride in achievement are grounded in a strong institutional commitment to integrity and collegiality as we strive for collective success. For talented and innovative individuals, a career at the University of Pennsylvania offers the chance to be part of an exceptionally exciting environment at the nation’s first university.

We seek talented individuals who will constitute a community that draws on the strength that comes with a substantive institutional commitment to diversity. Diversity is prized at Penn as a central component of our mission and helps create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship.

Penn’s commitment to achieving eminence through diversity is ultimately a commitment to creating a more vibrant university so that our employees will be both stimulated and empowered to shape a better world. http://darrecruiting.upenn.edu/why-choose-penn/about-dar

Duties

Gifts Accounting, Administration and Records is a unique organization with both reporting lines to both Development and Alumni Relations and the Division of Finance. Providing support to Development staff and ensuring the accurate financial reporting of over $600 million contributions to the University annually.

The department is comprised of three units; Gift processing, Alumni records and Gifts Accounting. Gifts Accounting is responsible for ensuring all gifts are recorded properly and timely. As part of this responsibility this group of three individuals provide to Comptroller’s office and External Auditors reporting and fluctuation accounting packages which assist in the preparation of the University Financial statements. They ensure not only the accuracy of contributions revenue and contributions receivable, but also ensure these gifts are recorded properly following Financial Accounting Standards Board (FASB) and Generally Accepted Accounting Principles (GAAP). In addition this group reconciles all daily cash and credit card activity ensuring the gift and financial systems agree to the University’s banking deposit account. This group manages all cash management activities in regards to gift receipts. This group works with Trust Administration to assist with ensuring donor intention is properly met.

This position will provide administrative support t for the Gifts Accounting & Administration and Records (GAA&R) unit of the Office of the Treasurer and the Office of Development Alumni & Relations. Primary duties will include preparation and mailing of gift receipts; managing the monthly pledge reminder process), daily online gift review, receiving and preparing gift mail for processing and administrative support including phones and photocopying. Serve as front help desk greeter of visitors both internal and external. This position will require assisting in gift processing. This position requires strong analytical skills, excellent organization and strong interpersonal/customer service skills.

Specific Responsibilities:

Manage the gift receipt process including preparation of daily receipts; duplicate receipt requests and yearly recurring receipts.

Open, sort and prepare all incoming mail for gift processing including creating records for new donors as needed

Review daily online giving transactions to identify donors, create new records and/or update contact information for existing constituents

Manage monthly pledge reminder process including regular reminders and past due bills. Prepare reminders as requested by DAR staff as needed

Aid with the Lockbox, matching gift and gift process as needed: including but not limited to reviewing gifts, adjustments, answer inquiries and identify problems; distribute correspondence to schools and centers; running matching gift reports

Manage inventory of receipt and billing stationary and office supplies

Provide Front Desk support including greeting visitors and answering GAA’s main phone line.

Perform additional duties as assigned

Qualifications

High School Diploma and three to five years experience required or equivalent combination of education and experience. Associate’s Degree or Bachelor’s Degree preferred. Gifts, Atlas and BEN Financials experience preferred. Must display excellent attention to detail, the ability to prioritize work especially during times of high volume and ability to handle multiple tasks simultaneously. Must demonstrate excellent customer service skills. Proficient in Microsoft Office (Excel, Word, Outlook). Must be able to work collaboratively. Ability to staff events as needed. Ability to lift up to 25 pounds.

Background check required

Affirmative Action Statement

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

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. Quick Link http://jobs.hr.upenn.edu/postings/38774 Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * How did you hear about this employment opportunity?
   • Jobs@Penn
   • Contacted by a Penn Recruiter
   • Referred by a Penn Employee
   • Referred by a friend or family member
   • Higher Education Recruitment Consortium (HERC)
   • Inside Higher Ed
   • Indeed.com
   • Other Internet Advertisement
   • Linkedin
   • Twitter
   • Other Social Media Site
   • Professional Affiliation/Trade Website
   • Diversity Association/Publication Website
   • Heard about it at a conference or career fair
   • Apple One
   • Recruitment and/or staffing agency
2. * What is your highest level of education completed?
   • Less than high school education
   • High School Diploma or GED
   • Vocational or Technical School
   • Associate's Degree or Two Year College
   • Bachelor's Degree
   • Master's Degree
   • PHD/MD/JD or equivalent doctoral degree
3. * How many years of experience do you have related to this position?
   • 0 to 1 Year
   • 1 to 2 Years
   • 2 to 3 Years
   • 3 to 5 Years
   • 5 to 7 Years
   • 7 to 10 Years
   • Over 10 Years
4. * Do you have the ability to lift up to 25 pounds?
   • Yes
   • No
5. * Do you have proven experience with Gifts, Atlas and BEN Financials?
   • Yes
   • No

Applicant Documents Required Documents

1. Cover Letter
2. Resume

Optional Documents