Administrative Assistant, Gift Planning

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. Penn offers a unique working environment within the city of Philadelphia with access to educational, cultural, and recreational activities. The University is situated on a beautiful urban campus. Penn 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, wellness programs and resources, and more.

Posted Job Title

Administrative Assistant, Gift Planning

Job Profile Title

Administrative Assistant B

Job Description Summary

The Office of Gift Planning is responsible for raising gifts in outright, structured, deferred, and blended form from alumni and friends of the University of Pennsylvania; for marketing those gifts to a wide range of constituencies; and for stewarding the donors and other individual beneficiaries of those gifts. It does this through a combination of frontline fundraising, consultation to and collaboration with DAR and University colleagues, internal and external training programs, and comprehensive and targeted marketing outreach.

The Administrative Assistant, reporting to the Executive Director, serves as the primary administrative and clerical support for the office and is involved in all aspects of the day-to-day operation of the program.

Job Description

Job Responsibilities

• Answer telephone calls courteously and professionally, and, as appropriate, respond, refer to relevant OGP staff member, or arrange for prompt follow-up; monitor office voicemail; maintain call log; handle incoming and outgoing mail; arrange for external visitors to the office.
• Support the OGP team with all aspects of clerical work including filing, scanning, creating mailings and documents, and entering correspondence and communication in database; assist the Office of Gift Management team with clerical work relating to estate administration and recording data in CRM and other software.
• Support the OGP team with all aspects of travel, from assisting with arrangements, to reimbursement, to providing immediate support if travel issues arise.
• Support the preparation, execution, and follow-up of in-person and virtual events.
• Maintain office calendar; and maintain calendar and schedule meetings for Executive Director.
• Work with fundraising and marketing directors to develop and implement electronic messaging for identification, cultivation, and stewardship purposes.
• Support fundraising directors in planning for donor visits, events, meetings, presentations, and conferences, including preparation of informational materials and meeting arrangements.
• Support prospect management needs of the OGP team using Penn’s donor database, while maintaining confidentiality and data integrity.
• Help support maintenance of the Harrison Society, including generating welcome packets, stewardship support (e.g., birthday and holiday card programs), updating Penn’s donor database, staffing events, and tracking toward goals.
• Record responses to marketing outreach and work with the marketing team to interact with schools, centers, and units on specific marketing projects.
• Generate reports and extract/manipulate data to initiate leads, track outcomes, and create desired presentation formats; coordinate with reports team to achieve requested results.

Qualifications

• High School Graduation or GED required; 3 to 5 years of experience or equivalent combination of education and experience. Knowledge of higher education and not-for-profit sectors preferred. Desired skills include excellent interpersonal, communication, and writing skills; strong attention to detail; and ability to manage multiple projects. Must be able to work collaboratively while contributing to a team culture. Ability to work independently and know when to seek help in unfamiliar situations.
  
  Proficiency with computer software including database management, Microsoft Office, CRM software, and internet research; ability to learn new…