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ADMIN ASSISTANT, COMMUNICATIONS & STEWARDSHIP

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Posting Details

Posting Details

Reference Number 90-27833
Posted Job Title ADMIN ASSISTANT, COMMUNICATIONS & STEWARDSHIP
School Name Development and Alumni Relations
Org Penn Medicine Development
Posted to the Web 01/27/2018
Posted Job/Salary Grade 023
Employment Type Non-Exempt
Hours 40.00
Position Type Full Time
Position Schedule 8:30-5pm
Months 12
Position Length Ongoing
Position End Date
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.

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.

School/Center Overview

The Development and Alumni Relations organization at the University of Pennsylvania is one of the premier development organizations in the world.

Penn’s Development and Alumni Relations (DAR) team members benefit from an exceptional work environment where professional excellence and individual pride in achievement are grounded in a strong institutional commitment to integrity and collegiality as we strive for collective success. For talented and innovative individuals, a career at the University of Pennsylvania offers the chance to be part of an exceptionally exciting environment at the nation’s first university.

We seek talented individuals who will constitute a community that draws on the strength that comes with a substantive institutional commitment to diversity. 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.

Penn’s commitment to achieving eminence through diversity is ultimately a commitment to creating a more vibrant university so that our employees will be both stimulated and empowered to shape a better world. http://darrecruiting.upenn.edu/why-choose-penn/about-dar

Duties

Penn Medicine is one of the world’s leading academic medical centers, dedicated to the related missions of medical education, biomedical research, and excellence in patient care. Penn Medicine consists of the Raymond and Ruth Perelman School of Medicine at the University of Pennsylvania (founded in 1765 as the nation’s first medical school) and the University of Pennsylvania Health System, which together form a 6.7 billion enterprise.

The Perelman School of Medicine has been ranked among the top five medical schools in the United States for the past 20 years, according to U.S. News & World Report’s survey of research-oriented medical schools. The School is consistently among the nation’s top recipients of funding from the National Institutes of Health, with 392 million awarded in the 2016 fiscal year.

The University of Pennsylvania Health System’s patient care facilities include: The Hospital of the University of Pennsylvania and Penn Presbyterian Medical Center which are recognized as one of the nation’s top Honor Roll hospitals by U.S. News and World Report Chester County Hospital, Lancaster General Health; Penn Wissahickon Hospice; and Pennsylvania Hospital the nation’s first hospital, founded in 1751. Additional affiliated inpatient care facilities and services throughout the Philadelphia region include Good Shepherd Penn Partners, a partnership between Good Shepherd Rehabilitation Network and Penn Medicine.

Penn Medicine is committed to improving lives and health through a variety of community-based programs and activities. In fiscal year 2016, Penn Medicine provided 393 million to benefit our community.



Under limited supervision, this position provides high-level administrative support for the Senior Director of Communications and Stewardship and members of the department. Responsibilities include overseeing approval process for communications with the Dean’s office, in addition to focused administrative support such as managing and reconciling budgets, executing large complex mailings and e-communications to donors, scheduling meetings and appointments, organizing and maintaining departmental portfolio and working with design partners and vendors to facilitate the creation of documents and presentations to leadership donors. Requisite qualities include excellent writing and copyediting skills, superb organizational skills, expert knowledge of Microsoft Office, familiarity with design software such as InDesign, with aptitude to learn additional programs, and a critical eye for detail. An upbeat personality and positive outlook are a must. The successful candidate will exhibit good judgment and discretion handling sensitive donor information, possess an ability to perform under pressure and juggle competing demands, while maintaining a can-do, customer-service oriented attitude.


Provides administrative support to Senior Director of Communications and Stewardship and the Communications and Stewardship team, including clerical support as requested; proofreading; word processing; researching gift information and checking addresses; providing assistance to staff on projects as assigned; acquiring training as needed for operation of computer software.
Works with Dean’s acknowledgement writer and Dean’s Office to obtain approvals and signatures for correspondence.
Keeps track of departmental budgets.
Uses Word, Powerpoint, and desktop graphics software such as InDesign and Adobe suite to edit materials.
Small writing assignments as needed.
Provides support for day-to-day operations of Communications and Stewardship including: faxing; scheduling meetings, distribution of mail; printing envelopes and producing labels; writing of routine correspondence; general office duties.
Uses spreadsheets, databases, and report management software to create and maintain information resources and management tools for Communications and Stewardship.
Coordinates major mailings, collaborating with Marketing colleagues on all aspects of production of print and electronic newsletters; distributes mailing lists to print vendors
Assists in routine updating of information on department Intranet site.
Processes travel arrangements, expense accounts, vendor bills for Communications and Stewardship.
Assists in production of e-mail communications to specific audiences.
Conducts basic research using a variety of on-line and off-line sources.
Creates and/or works with confidential materials.
Organizes and maintains all office files, including letters, proposals, speeches, reference material, and other departmental projects; maintains and updates photograph files; maintains an efficient system of record-keeping for administrative correspondence and other documents.
Transcribes taped interviews and speeches.
Other duties as assigned.

Qualifications

High school diploma. College graduate preferred. One to three years of secretarial experience required. Excellent organizational and writing/research skills, detail-oriented, proficient with Windows Office, In Design, and navigating the Internet. Working knowledge of word processing, spreadsheets, and database software is required. Experience with e-mail communications and an understanding of visual media and photography preferred. Excellent communications skills and ability to work with the office environment. Courteous, professional manner.

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.
Quick Link http://jobs.hr.upenn.edu/postings/34135

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Jobs@Penn
    • Contacted by a Penn Recruiter
    • Referred by a Penn Employee
    • Referred by a friend or family member
    • Higher Education Recruitment Consortium (HERC)
    • Inside Higher Ed
    • Indeed.com
    • Other Internet Advertisement
    • Linkedin
    • Twitter
    • Other Social Media Site
    • Professional Affiliation/Trade Website
    • Diversity Association/Publication Website
    • Heard about it at a conference or career fair
    • Apple One
    • Recruitment and/or staffing agency
  2. * What is your highest level of education completed?
    • Less than high school education
    • High School Diploma or GED
    • Vocational or Technical School
    • Associate's Degree or Two Year College
    • Bachelor's Degree
    • Master's Degree
    • PHD/MD/JD or equivalent doctoral degree
  3. * How many years of experience do you have related to this position?
    • 0 to 1 Year
    • 1 to 2 Years
    • 2 to 3 Years
    • 3 to 5 Years
    • 5 to 7 Years
    • 7 to 10 Years
    • Over 10 Years
  4. * Do you have strong organizational and secretarial skills?
    • Yes
    • No
  5. * Do you possess excellent research and writing skills?
    • Yes
    • No
  6. * Are you proficient in use of word processing, spreadsheet, and database software?
    • Yes
    • No
  7. * Do you have experience with e-mail communications and an understanding of visual media and photography?
    • Yes
    • No
  8. * How would you rate your interpersonal & communications skills, both oral & written?
    • Basic
    • Intermediate
    • Expert

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents