Job location: Graduate School of Education

Employment Type: Full-time
Posted data: 2021-09-13
Req: JR00032092
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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Employers By State in 2021.

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, Development & Alumni Relations

Job Profile Title

Administrative Coordinator

Job Description Summary

The Penn Graduate School of Education is committed to cultivating a workplace that values equity, diversity, inclusion, and collaboration. We seek talented individuals who will help lead our efforts to create a more inclusive workplace in a community with a substantive institutional commitment to equity and justice. 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.

Job Description

Duties:

Serve as primary administrative support for the Office of Development and Alumni Relations at Penn’s Graduate School of Education. Provide direct support to the Vice Dean around various aspects of the day-to-day operation of the program as well as supporting the program’s broader partnerships, projects and strategies.

Under limited supervision, will need to exercise judgment, initiative, discretion and analysis in carrying out administrative and clerical duties. Will handle complex and highly confidential materials. Must have the ability to meet deadlines in a goal-oriented environment.

Specific Responsibilities:

1. Support Development and Alumni Relations Office operations which includes:

- Responsibility for day-to-day office management including answering multiple telephone lines, directing calls, photocopying, calendar coordination, supply ordering, proofreading; general departmental administrative support including mailing coordination, drafting correspondence, serving as a liaison to vendors and campus resources for service/maintenance to office equipment and facilities.

- Coordinating scheduling and making logistical arrangements for an array of complex managerial meetings including: all meetings for Vice Dean both on and off campus, weekly team meetings and group meetings,

handling and responding to inquiries and requests for information in a timely manner.

- Composing routine correspondence, preparing monthly data reports, and tracking weekly fundraising reports.

2. Managing schedule, scheduling all internal and external meetings and retreats, drafting briefing documents for Dean and Vice Dean prior to each prospect meeting, input of meetings and conversations with donors and prospects in database, work on gift agreements including coordination with Office of Gift Planning and potentially Office of the General Counsel and circulation of agreements for signature (Dean’s Office, SVP, Development and President), conducts gift processing and oversees development acknowledgements for the office and for the Dean.

3. Serve as liaison to the Board of Advisors, working directly with the Office of the Secretary on nominations, rotations and renewals, overseeing all board communications and planning all logistics and rsvp’s for 3 board meetings annually. This includes numerous communications with Board, Dean, faculty members, student participants, venues, catering, etc. Included is also the preparation of a comprehensive board meeting briefing for the Dean and Vice Dean and frequent communications with the Chair of the Board.

4. Provide assistance for various special projects and events, which includes coordinating logistics, creating and designing the monthly newsletters, and generating donor acknowledgement letters.

5. Financial responsibilities include submitting reimbursements, creating financial reports, and preparing purchase orders.
6. Special Projects include feasibility studies, fundraising program assessments and post campaign planning.

Qualifications

A bachelor’s degree and 2-3 years of experience is required, or equivalent combination of education and experience. Previous experience in a development role is preferred.

Additional experience required includes:

• Keen attention to detail, excellent customer service skills, and demonstrates initiative and accuracy.

• Ability to work in a fast-paced, goal-oriented environment.

• Exceptional organizational skills and the ability to manage multiple projects simultaneously with minimal supervision.

• As a collaborative teammate, be able to build strong working relationships with members of the Development and Alumni Relations office and university-wide colleagues.

• Strong proficiency in computer operations, mail merges, statistics, and database management.

• Creative and flexible.

• Stong understanding of maintaining confidentiality

• Ability to communicate to donors and alumni in a professional manner

• A personal commitment to excellence and to the mission of Penn GSE

• Occasional nights and weekends required. Some overtime is required throughout the year.

• Related duties and administrative support for other projects, as required.

Applicants must submit a cover letter.

Penn GSE actively seeks and welcomes people of color, women, the LGBTQIA+ community, persons with disabilities, and people at intersections of these identities, to apply.

The expected salary range for this posting is $21-$24/hour.

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.

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