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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn’s vaccine requirements, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title

Administrative Coordinator for The Penn Fund (Hybrid Eligible)

Job Profile Title

Administrative Coordinator

Job Description Summary

Organizational Mission and Values:
Established in 1927, The Penn Fund supports the University’s mission through upholding the core values set forth by Development and Alumni Relations and raising both dollars and donors to enhance undergraduate life and learning for all students. We are proud to serve as one of the primary annual giving vehicles within our generous Quaker community. Gifts that count toward The Penn Fund benefit the University’s highest priorities across the academic, extracurricular, and residential experience.

Future members of our team will hold the utmost integrity and accountability for their work; lead with collegiality to form bonds with colleagues united in common purpose; actively seek out collaboration with the best intention to work together; recognize and embrace diversity in background and of thought to create an inclusive environment; utilize transparency and open communication as regular tools to benefit both internal and external culture; and honor the dignity and personal rights of others through mutual respect and trust.

Position Overview:
The Administrative Coordinator reports to the Executive Director of The Penn Fund and serves as a key member of the team. They provide high-level administrative support to the Executive Director and manage the financial, budget, and office operations for the entire department.

As mentioned, a primary function of this position is the financial management and budget oversight for The Penn Fund in partnership with the Executive Director. In this role, the coordinator will serve as the business administrator for The Penn Fund assisting with the purchasing of supplies, reconciliation of travel and entertainment expenses, opening and verification of purchase orders, and maintenance of department purchasing card and petty cash reserves. In addition, they will manage journal transfers between departments and monitor expenditures in all accounting systems. The coordinator also will assist with month and year-end financial reporting to ensure The Penn Fund meets budget expectations.

The coordinator also will provide comprehensive support to the Executive Director in the following ways and potentially others identified given one’s unique skill set: management of and scheduling for The Penn Fund Executive Board, event briefing preparation, travel planning, meeting creation, calendar maintenance, data entry, and general communication. Intimately involved with all aspects of the day-to-day operation of The Penn Fund, they will both partner with teammates and work independently to complete tasks in their own most efficient and effective way.

Job Description

Targeted Pay Range: $22-$25 per hour/$42,900-$48,750 annually

This Targeted Pay Range is only applicable to this job posting. All salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and job profile.

Specific Responsibilities:

Assistance for the Executive Director of The Penn Fund—

• Help organize the Executive Director’s calendar through response to requests.
• Coordinate and schedule all Penn Fund team meetings, Penn Fund Executive Board meetings, and other weekly or monthly meetings as needed.
• Provide administrative support at Penn Fund Executive Board meetings four times per year—two on campus and two in a virtual environment (e.g. take meeting notes and/or maintain up-to-date supporting documents).
• Provide logistical and/or technical support to the Executive Director on the following items (among potential others): emails, phone calls, memos, PowerPoint presentations, donor meeting packets, meeting agendas, volunteer correspondence, database and/or Excel reports.
• Create briefing and/or debriefing documents for programs and/or events.

Budgeting and Financials—

• Process all purchase orders and related budgetary forms for The Penn Fund.
• Connect regularly with the Executive Director to determine status of the annual operational budget for The Penn Fund.
• Track programmatic expenses according to Penn Fund budgets (ex: young alumni and student philanthropy, marketing, and/or class and reunion giving).
• Assist with creation, review, and submission of travel and entertainment expenses for Penn Fund team members.

Office Management—

• Coordinate training and orientation for all new Penn Fund team members regarding office procedures such as mail and voicemail, equipment usage, purchasing guidelines and scheduling (in partnership with hiring managers).
• Conduct inventory and ordering for all office supplies.
• Partner with colleagues on shared Undergraduate and Individual Giving (UIG) office procedures.
• Submit Penn Fund programs and events to the Development and Alumni Relations (DAR) calendar.

Special Projects—

• Participate in signature events, such as the Penn Reunion Volunteer Conference, Alumni Weekend, Homecoming, and Penn Fund Executive Board meetings, in addition to other special events as needed.
• Draft text for Penn Fund outreach and/or materials in support of team efforts.
• Serve as extra hands for important Penn Fund projects upon request when schedule allows.

Qualifications:

• High School diploma required; BA/BS degree preferred.
• Five to seven years of experience or equivalent combination of education and experience required.
• Desired skills include, but are not limited to, and may be described in other ways: excellent interpersonal, communication, and writing skills, strong attention to detail, ability to organize and manage multiple projects, and wish to work both individually and collaboratively while contributing to total team culture and effort.
• Ideally driven and motivated by the possibilities ahead, holds belief that innovation is critical to success, and seeks to support others in creative thinking.
• Prides oneself on high-quality work and naturally challenges our team to grow every year.
• Proficiency in the use of word processing, spreadsheet, and presentation applications (e.g., Word, Excel, PowerPoint) preferred in addition to capacity to learn systems and databases unique to the organization. Knowledge of the BEN Financials system highly desirable.
• Potential to work nights and/or weekends at limited times of the year.

Please include both a resume and cover letter to be considered for this opportunity.

Job Location - City, State

Philadelphia, Pennsylvania

Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School

Development and Alumni Relations

Pay Range

$20.45 - $30.82

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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