Administrative Coordinator, Principal Gifts

Job description

Administrative Coordinator, Principal Gifts

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 Coordinator, Principal Gifts

Job Profile Title
Administrative Coordinator

Job Description Summary
Under limited supervision, provide administrative support to the Associate Vice President for Development & Principal Gifts and the Executive Director of Principal Gifts. Provide support to other Principal Gifts administrators as needed. Exercise considerable judgement, tact, and diplomacy in the performance of duties. Respond promptly to inquiries and represent the office with professionalism when carrying out tasks and when interacting with others. Provide back up support for the Office of Principal Gifts, and Senior Vice President of Development and Alumni Relations as needed. Provide high level of customer service to both internal and external constituencies. Schedule meetings, maintain databases, and draft briefings for confidential meetings and events that involve University trustees and Penn's President.

Job Description


Work closely with Associate Vice President and Executive Director to provide administrative assistance in support of fundraising efforts.

Develop and update excel spreadsheets, maintain ATLAS (donor) database information for Principal Gift donors/donor prospects and others where necessary, track gifts and maintain filing system for transmittals and agreements, schedule and prepare packets for various events and meetings, coordinate University Pipeline efforts, and monitor departmental budget and use of ProCard.

Prepare gift agreements for managers' donor prospects and process gift transmittals. Follow-up with centrally-based staff to ensure money has been allocated to correct fund and obtain receipts from central gifts or current balance information upon request of the donor.

Serve as backup to Executive Assistant to the Senior Vice President for Development and Alumni Relations in absence of Executive Assistant. In this capacity, perform administrative duties including maintaining Senior VP's calendar and meeting schedules, and telephone coverage.

Coordinate time off with other assistants including holidays to ensure support for the office.

Handle arrangements associated with travel, including transportation and lodging accommodations, meeting schedules and itineraries. Process travel expenses for payment.

Compose, proofread and edit correspondence, and be able to sign and distribute in absence of supervisor. Assist in compiling reading materials such as tailored giving options for donors, create packets, and assemble presentation materials for donors.

Prepare preliminary background profiles on donors and donor prospects.

Proactively manage complex calendars. Schedule meetings and compile briefing material for meetings and conferences and handle catering when necessary. Prepare agendas, minutes, charts, and reports as needed for meetings and presentations. Distribute confidential meeting materials, agenda minutes, charts, and reports.

Work on initial drafts of Presidential and event briefing materials and letters.

Become proficient with all aspects of shared data base systems.

Assist in preparing invitation lists for events.

Compile briefing material for medium/large scale events that include the University President. Coordinate and staff all details of small cultivation/stewardship events both locally and regionally that include the University President. Coordinate, plan, and staff small events for Principal Gift donors and the Parent Leadership Committee meetings

Greet and direct visitors and respond to inquiries as appropriate.

Update and maintain records of Associate Vice President's and Executive Director's Principal Gift Pipeline.

Develop and maintain filing system and correspondence log. Compile and summarize data; order and format (for print distribution) reports for the specific use of prospect management and area donor counts.

Manage $1M current parent review meetings with Principal Gifts, Gift Planning, Major Gifts, UGFA, International Gifts and School and Center representation -- as well as maintain list for meeting review by transcribing notes during the meeting and entering comments into the larger list, regularly ordered and formatted from the Reports department.

Prepare and manage requisitions for departmental supplies and maintain inventory.

Anticipate needs and situations and respond with good judgement.

Perform other related duties as assigned.

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: High school diploma required; post-high school training or some college preferred; 5 -7 years administrative experience; or equivalent combination of education and experience. Proficiency in the use of Microsoft Office products and use of electronic and internet resources; excellent oral 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, staff events as needed. Occasional evening/weekend work and flexible hours required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Development and Alumni Relations

Pay Range
$20.00 - $36.00

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.

To apply, visit

Copyright ©2017 Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency





Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 1/14/2021
Application Due: 2/11/2021
Work Type: Full Time