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Posting Details

Posting Details

Reference Number 90-27905
School Name Development and Alumni Relations
Org Gift Administration
Posted to the Web 02/15/2018
Posted Job/Salary Grade 026
Employment Type Exempt
Hours N/A
Position Type Full Time
Position Schedule N/A
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.


Gifts Accounting, Administration and Records is a unique organization with both reporting lines to both Development and Alumni Relations and the Division of Finance. Providing support to Development staff and ensuring the accurate financial reporting of over $600 million contributions to the University annually.

The department is comprised of three units; Gift processing, Alumni records and Gifts Accounting. Gifts Accounting is responsible for ensuring all gifts are recorded properly and timely. As part of this responsibility this group of three individuals provide to Comptroller’s office and External Auditors reporting and fluctuation accounting packages which assist in the preparation of the University Financial statements. They ensure not only the accuracy of contributions revenue and contributions receivable, but also ensure these gifts are recorded properly following Financial Accounting Standards Board (FASB) and Generally Accepted Accounting Principles (GAAP). In addition this group reconciles all daily cash and credit card activity ensuring the gift and financial systems agree to the University’s banking deposit account. This group manages all cash management activities in regards to gift receipts. This group works with Trust Administration to assist with ensuring donor intention is properly met.

Reports directly to the Sr. Associate Director and works in partnership with Accountant, Division of Finance.
The primary function of this position includes analysis and recording all financial and non-financial activity. This position will work closely with the Sr. Associate Director on all gift and pledge auditor requests as well as policy and procedures.


Complete daily reconciliation of cash/credit card suspense transactions. Endure daily reconciliations are completed accurately and 3-way reconciliation between BEN Financials, ATLAS gift system and third party bank reconciliation is completed. This position will act as back-up for month-end reconciliations when needed.

Reconcile all off-site credit card transactions for school and/or center gifts between the general ledger and the incoming gift transmittals by credit card type and amount. Ensure all gifts are properly recorded in both ATLAS Gift system and BEN Financials.
Monitor all journal receipts submitted via the Cashier’s Office and/or internal journal transactions as well as Remote Deposit Capture (RDC) deposits submitted by school and/or center transmitted through the University’s checking account. Provide monthly reconciliation of brokerage accounts to ensure all security gift have been recorded appropriately.

Research and communicate bank wires, ACH deposits including Fidelity ACH deposits notifications to appropriate schools and/or centers. Follow up on missing information, ensure recording of gifts when information is received from prospect manager or school gift administration office. Record any non-gift related transactions into school appropriate general operating fund. Communicate with the bank on items needing clarification and resolve all discrepancies.

Act as point person for UK. Hong Kong and all international gift transactions -prep the necessary ATLAS entry for gift processing and prepare the international receipts.

Provide backup support for security gift acceptance process. Work with donors and development officers to ensure all non-cash gifts are accepted properly. This includes preparation of gift transmittals for input into the ATLAS gift system, recording gift proceeds of stock sales. Ensure all aspects of security process is covered during absences.

Work with Senior Associate Director in reviewing all gifts held in School suspense accounts to determine ultimate purpose. Complete monthly reconciliation of suspense funds including aging of transactions. Resolve any discrepancies, and provide backup documentation to gift processors when adjustments are required. Provide reports to PWC as requested as part of the auditing package and to senior management as requested.

Complete review of all bank and credit card fees charged to budget as a result of collection process. Reallocate fees to school/center budgets via general ledger. Ensure returned check fees are charged appropriately. Assist in obtaining good information from donors when credit card charges have been declined.

Perform additional duties as assigned


Bachelor’s degree in accounting/finance or related field and 3-5 years’ experience is required or equivalent combination of education and experience. Strong financial and accounting skills are required; Experience in BEN Financials, ATLAS system and Business objects preferred. Effective communication skills and demonstrated ability to work cooperatively with colleagues is also essential, as are strong organizational skills. Strong problem solving, analytical and organization skills a must, with the ability to work independently under deadlines.

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.
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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
    • 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 a Bachelor's degree in Accounting or Finance?
    • yes
    • no
  5. * Do you have previous experience with BEN Financials, ATLAS system and Business objects?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents