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Administrative Assistant, International Development, Development and Alumni Relations

Employer
University of Pennsylvania
Location
FMC Tower-Development
Closing date
Jul 3, 2021

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Administrative Jobs
Academic Affairs, International Programs, Institutional & Business Affairs, Alumni Relations & Development, Clerical & Administrative Support
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Job Details

Job location: FMC Tower-Development


Employment Type: Full-time
Posted data: 2021-05-19
Req: JR00014800
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.

Posted Job Title

Administrative Assistant, International Development, Development and Alumni Relations

Job Profile Title

Administrative Assistant B

Job Description Summary

The International Development office, within Development and Alumni Relations at the University of Pennsylvania is responsible for raising major and principal gifts from alumni, parents and friends residing overseas, while also managing two international foundations and two global volunteer committees. The Administrative Assistant serves as the primary administrative and clerical support for the office. Reporting to the Associate Director, the Administrative Assistant is intimately involved with all aspects of the day-to-day operation of the program.

The Administrative Assistant is responsible for managing records and reports, and for ensuring that office policies and procedures are carried out in a professional and efficient manner. Under limited supervision, the Administrative Assistant must be able to exercise judgment, initiative and analysis in carrying out administrative and clerical duties. The Assistant will handle complex and highly confidential materials and must be able to meet deadlines in a goal-oriented environment.

Job Description

Responsibilities:

  • Support the international team with all aspects of international travel from assisting with travel and accommodation arrangements as needed, to reimbursements, to providing immediate support if travel issues arise. Support also includes assistance with obtaining visas for staff travel to countries that require them in advance of travel.
  • Serve as a BEN Financial end-user to monitor and reconcile expenditures and generate reports. Generate purchase orders.
  • Prepare and track gift agreements for gifts of $25,000 or more, ensuring that language is in accordance with approved University policies and guidelines; work with Office of Gift Planning, gift officers, others as necessary to resolve issues with complicated or non-standard features, e.g., gifts in currencies other than US dollars; gifts to our charities in Hong Kong or the United Kingdom, including the use of Gift Aid, off-shore giving, or through the TGE mechanism; Complete gift transmittals and all follow-up, including initiating stewardship process, assuring all donors are properly acknowledged by their respective units.
  • As an Atlas end user, help maintain integrity of unusual international data; input group actions, strategies, and contacts when needed; ensure international staff meet Atlas entry requirements for internal management reports; Assistant team with keeping actions current in Atlas; Responsible to maintaining the International donor pipeline.
  • Maintain contributions to the DAR calendar and manage the International calendar.
  • Review weekly, monthly international gift reports with team; recommend action when it seems appropriate and support implantation of action; order custom reports; update Atlas; create and manage prospect pipelines.
  • Schedule meetings, conference calls; maintain calendars; prepare agendas, minutes, etc. Maintain and inventory office supplies.
  • Receive, screen, handle inquiries, especially those that come from outside the US and result from the international giving website or other international tax-efficient giving outreach.
  • Support the Associate Director with keeping the website current and fresh, including identifying and creating new content; participate in discussions about use and ease of use of the website; supports any communication strategy developed by the Assistant Director.
  • Provide administrative support of the management of the volunteer committees in the UK and Hong Kong; play a key role with the preparation of meetings of the committees and other projects as needed.
  • Maintain office files – electronic and physical.
  • Assist team with informal research from gift reports, media, internet, etc. in key strategic regions to support the work of frontline, including the development of regional profiles for the top 4-6 regions.
  • Responsible for adhering to events protocols and assist with all details of event management.
  • Compose, edit correspondence; sign and distribute when supervisors are absent. Receive, distribute, process information in accordance with established schedules and procedures.
  • Anticipate that unusual situations may arise and be able to handle with ease and/or redirect as appropriate.
  • Observe and maintain confidentiality of all privileged information.
  • Other duties as assigned including coverage of 3rd floor front desk.

Please provide a resume and cover letter for consideration. Please upload all documents in the “Resume/CV” section of the application prior to submitting.

Qualifications:

Bachelor’s degree strongly preferred, completion of high school curriculum required; 3-5 years of relevant experience or an equivalent combination of education and experience, preferably including knowledge of higher education and not-for profit sectors; international experience that may include living, working, and/or studying abroad desirable. Sensitivity to the cultural values of Penn’s diverse international community and ability to work effectively across languages, time zones, customs, national holidays, currencies, is important. Must be able to exercise judgment, tact, and diplomacy in the performance of duties, and will know when to seek help in unfamiliar situations. Ability to function with a high degree of independence in carrying out the responsibilities of the job. High level of competency with computer software programs including database management skills, Microsoft office suite and internet research. Capacity to learn and apply new technologies and efficiencies as needed. Excellent verbal and written communication skills; demonstrated experience working with diverse international constituent groups. Occasional evening and/or weekend work required.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$17.58 - $31.65

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.

University Benefits

  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

Organization

Welcome to the University of Pennsylvania! Penn is the largest private employer in Philadelphia and is a world-renowned leader in education, research, and innovation.  

Across our 12 highly-regarded schools, more than 25,000 students, and more than 4,000 faculty members, we become one university: a wide-ranging, ever-changing community that draws its strength from a multitude of races, ethnicities, genders, sexual orientations, historical traditions, ages, religions, disabilities, veteran status, interests, perspectives, and socioeconomic backgrounds. 

Penn carries on the principles and spirit of its founder, Benjamin Franklin: entrepreneurship, innovation, invention, outreach, and a pragmatic love of knowledge. Franklin's practical outlook has remained a driving force in the university's development. To learn more, visit About Penn

Vision

 

As engines of knowledge and new ideas, universities have the unique potential to define the future rather than be defined by it; to pioneer change rather than merely manage it. To do so requires a plan both visionary and pragmatic. The Penn Compact 2022 motivates community members to innovate, be radically inclusive, and positively impact their local, national, and global communities. 

 

Penn’s fundamental priorities — increasing access, integrating knowledge and engaging locally, nationally and globally — are supported by the three core values that make us uniquely Penn: inclusion, innovation, and impact. 

 

Learn about the signature initiatives of the Penn Compact 2022:  

 

Diversity 

 

Understanding and appreciating diversity is one of Penn's most important priorities and is fundamental to success in today's world. 

 

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. 

 

To learn more about Diversity and Inclusion at Penn visit: 

 

Benefits 

 

Penn offers a wide range of benefits and perks - from Penn's retirement Matching Plan to bike repair stations to access to the full LinkedIn Learning library to adoption assistance to workshops at the letterpress and book arts studio and much more! 

 

Campus and Beyond

 

We invite you to explore our campus and its stately buildings and state-of-the-art facilities. 

 

Try our self-guided tour! Come and visit

 

Learn about sustainability at Penn

 

News 

 

Stay up-to-date with Penn's response to COVID-19: Coronavirus Information & Resources

 

Penn supports news publications that tell the ongoing story of the University community, communications services for external media, telephone and video services, and other media resources: Campus Media 

 

Connect with us!  

 

Instagram: @uofpenn 

Twitter: @Penn 

 

 

Find Us
Telephone
(215) 898-7372
Location
3451 Walnut Street
Philadelphia
PA
19104
United States
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