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 Pennâ™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.
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Job Description Summary
The position provides high-level administrative support and project management to Schools/Centers. The incumbent will engage in a wide range of activities including budget management, administrative support, interaction with students, faculty, and staff on campus and at local events. The position also interacts with senior administrators, prospects, donors, faculty, alumni, board members, and senior government and corporate executives. The position includes budget oversight of a wide variety of programs involving multiple travelers and currencies as well as preparing staff for domestic and international travel. Generally included in confidential, ongoing cross divisional projects as directed by the Dean/Department Leader's Office program. The Administrative Coordinator interacts with important external constituents, and therefore must prioritize while delivering a very high level of service. Responsible for developing and maintaining communications, fielding inquiries, and guiding both graduate students and faculty through a variety of University policies, resources, and procedures.
This position provides research and administrative support for the Central Corporate and Foundation Relations (CFR) office related to its efforts to secure funding from corporations and foundations and to build collaborative relationships with other university units.
DUTIES: This position reports to the Executive Director of Corporate and Foundation Relations. The Administrative Coordinator provides research and administrative support for three CFR professionals (an executive director, an associate director and an assistant director) in their work with C/F prospects and their efforts to build collaborative relationships with other university units.
1) The Administrative Coordinator provides research support for central CFR staff and DAR staff in Schools/Centers/Central Programs, using internal and external electronic sources to compile, organize, summarize and prepare qualitative research reports and profiles on C/F organizations. S/he assesses the giving ability and inclination of C/F prospects and provides research analytics in coordination with CFR officers and works proactively with School/Center staff to identify their fundraising needs and develops plan for prospect identification, research and data analysis
2) The Administrative Coordinator assists with all database needs of the office, and specifically those related to Development and corporate and foundation information. S/he works with databases to handle prospect management, data entry, verification, manipulation and retrieval; collates and analyzes data generated from reports; and serves as liaison with other DAR offices (Data Services, Records, Gift Administration) to resolve issues about C/F records.
3) The Administrative Coordinator performs various administrative support duties: arranging meetings (i.e. schedules appointments, reserves conference rooms, logical details); assisting in planning travel itineraries and site visits; distributing mail/email; ordering supplies; preparing administrative/financial management forms and tracking expenditures and reimbursements for central CFR.
4) The Administrative Coordinator conducts weekly searches using electronic resources in order to identify trends and opportunities in foundation and corporate philanthropy; proactively identifying foundation and corporate prospects and distributing requests for proposals; updating research and records on existing prospects; and preparing analysis for CFR staff.
5) The Administrative Coordinator performs additional duties as assigned and staffing events as needed.
QUALIFICATIONS: A BA/BS degree preferred, with 5-7 years experience or education and experience equivalent, with previous university or development experience desirable. Excellent working knowledge of office procedures, practices and methods (word processing/spreadsheets/database software) is essential along with demonstrated experience using Microsoft Office (Word, Excel, PowerPoint, Outlook). Previous customer satisfaction experience and internet research experience required, and familiarity with research resources such as Foundation Directory Online, Lexis/Nexis, and Factiva preferred. Detail orientation with demonstrated ability to compile, organize and communicate information from diverse sources required. Excellent basic writing and proofreading skills necessary. Organizational, interpersonal, and communication skills, both oral and written, required, as well as the ability to work with a diverse group of constituents and to handle complex and highly confidential materials. Ability to work on multiple projects and meet tight deadlines essential. The successful candidate will be well-organized, self-motivated, resourceful and have the ability to work both autonomously and as a team player. Ability to staff events as needed.
Working Conditions Office, Library, Computer Room
Physical Effort Typically sitting at a desk or table
Job Location - City, State
Department / School
Development and Alumni Relations
$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.
Internal Number: JR00000783
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.