The Office of Parent Outreach and Development (Penn Parents) is the central resource for connecting undergraduate parents and families to the University. Through events, communications, volunteer opportunities and The Parents Fund, the Penn Parents team is committed to building relationships and creating avenues for parents to feel informed and connected and to be uniquely involved in the life of the University.
The Administrative Assistant is responsible for providing comprehensive administrative support to the director of Parent Outreach and Development as well as other members of the Parent Outreach and Development team.
He/she will be responsible for gift processing, gift tracking to the Parents Fund (the annual giving vehicle for parent donors) as well as sending acknowledgments and pledge reminders. Furthermore, the AA will be responsible for maintaining accurate records for the Parents Fund and processing reports for solicitations.
The Administrative Assistant will assist with the planning, organizing, and administering of events, solicitations, and other Parent Outreach and Development (POD) activities under the supervision of the director. The Administrative Assistant will work both independently and collaboratively with the Parents Outreach and Development team to partner with colleagues across the University, vendors, and others to develop strong internal and external contacts.
Under limited supervision, the Administrative Assistant must take initiative, exercise judgment, and use discretion in executing administrative and clerical duties as s/he will handle complex and highly confidential materials. The Administrative Assistant must have the ability to multitask and prioritize assignments, and be able to work in a fast paced environment that is goal-oriented.
The Administrative Assistant should be articulate, creative, responsible and resourceful, with a strong commitment to customer service. Specific Responsibilities:
Serve as the first point of contact for inquiries from parents and internal colleagues through telephone and email inquires. Using detailed knowledge of the University, DAR and the POD program, and best judgment he/she will answer questions, solve problems, refer to other areas of the University, or direct parents to the appropriate POD staff member.
Provide day-to-day administrative support to the director of Parent Outreach and Development and POD team.
Coordinate gifts to the Parents Fund, including processing and tracking gifts, managing the acknowledgement and pledge reminder process, and maintaining accurate records. Assist the Associate Director with writing, designing and managing the pledge reminder and lapsed LYBUNT campaigns.
Coordinate the budgeting function for the POD team, including reviewing monthly reports, managing purchase requisitions, and identifying any discrepancies.
Assist with all Parents Fund direct mail solicitations, invitations, newsletters and other mass mailings. This includes running mail lists, printing letters/correspondence, pulling reports for solicitations, and reviewing all data for accuracy. Assist with design and editing of all print materials and solicitations.
Assist with coordinating the data entry process for the incoming class of freshmen and transfers. Coordinate all research requests.
Provide assistance in the coordination and management of staff events including Welcome Receptions, International and New Parent Orientation, Family Weekend, Penn Parents Council meetings, Quaker Days, Alumni Weekend, Commencement, Host Committees for events and others. This includes coordinating invitations and RSVPs, preparing nametags, stocking and sending event supplies, and assisting with briefings.
Manage weekly reports for the director and for Parents Council volunteers as appropriate. Schedule and record monthly conference calls for Parents Council committees, as well as bi-annual Parents Council on-campus meetings.
Administrative tasks including: scheduling meetings for POD staff; maintaining accurate records of all mailings; updating the DAR calendar with relevant events; providing reports as needed for Principal Gifts, Major Gifts, and other DAR staff members; managing travel arrangements for POD staff; ordering supplies; creating briefings for cultivation and solicitation meetings with parent prospects; entering and updating information in Atlas.
Provide back-up support to the Assistant Director of Outreach and Communications on the maintenance of the Penn Parents website, social media, and other communications vehicles. Coordinate with Assistant Director of Outreach and Communications to help manage parent volunteer activities, including annual Welcome Calling initiative.
Serve as general office manager for POD, coordinate master calendar of programs and events. Track inventory of materials. Manage purchase orders and invoicing for external vendors. Organize and maintain item storage. Archive materials. Organize paper and electronic files including the management and updating of the shared drive.
Responsible for project management and support for special initiatives as assigned, for example, social media activities (Facebook and Instagram), Parent Salons, and stewardship of leadership donors.
Under the direction of the Director, provide administrative leadership for correspondence, scheduling, taking and distributing meeting meetings (general and all subcommittees), onboarding, and volunteer tracking in Atlas for the Penn Parents Council. Serve as POD liaison to general DAR planning and administrative outreach activities as assigned.
Provide editorial and design assistance and implementation with online publications such as the Penn Parents Honor Roll. Assist Associate and Assistant Directors with stewardship, pledge reminder and lapsed LYBUNT processes.
Assist in additional duties as need, including providing front desk coverage for the 3rd floor front desk.
Internal Number: 46734
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.