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Posting Details

Posting Details

Reference Number 90-28095
School Name Development and Alumni Relations
Org Major Gifts Program
Posted to the Web 03/05/2018
Posted Job/Salary Grade 023
Employment Type Non-Exempt
Hours 37.50
Position Type Full Time
Position Schedule 8:30 a.m.-5:00p.m.
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.


The mission of the Major Gifts Program is to raise major gifts ($250K – $5 million+) for University priorities, with a focus on the undergraduate schools: Nursing, the School of Arts and Sciences, the School of Engineering and Applied Sciences and Wharton. In addition, the program is charged with identifying and developing new major gift prospects and volunteer leadership for the Schools, Centers and University. Prospects assigned to the Major Gifts Program are largely comprised of undergraduate alumni, but also include parents of current undergraduate students.

Reporting to the Senior Associate Director of Major Gifts, the Administrative Assistant provides primary administrative support for on-campus staff members of the Major Gifts Program. The Administrative Assistant is intimately involved with most aspects of the day-to-day operation of this program. Under limited supervision, exercise judgment, initiative and analysis in carrying out duties. Handle complex and highly confidential materials. In collaboration with the other administrative assistant on campus, the person in this position is responsible for maintaining records and reports and for ensuring that all office policies and procedures are carried out in a professional and efficient manner.

Specific Responsibilities:
* Order and organize office supplies and materials
* Respond to inquiries that require interpretation of office/departmental policies & procedures
* Word processing – create, generate, and maintain: correspondence/memos/lists/ labels/mail merges/spreadsheets/event invitations
* Submit financial reimbursement forms and reconcile travel expenses
* Assist MGOs with administrative portion of gift closure: include production of Gift Agreements, track Gift Agreements, process gift transmittals and distribute gift details to all applicable parties
* Maintain and organize office files; create new systems as needed
* Compose routine correspondence and memos and proofread documents
* Assist the Coordinator with scheduling and executing regular monthly and quarterly meetings; assist with scheduling group meetings across campus
* Assist the Coordinator in keeping all team members informed of DAR and University wide happenings
* Handle and distribute internal and external office mail
* Proficiency in using all aspects of copier, scanner and other office equipment
* Coordinate travel arrangements, as appropriate
* Run reports and request reports from the DAR reports office. Reports include prospects in a region, gift information, invitation lists and other development-related reports.
* Conduct basic prospect research proactively and upon request
* Assist in preparation of briefing materials for Major Gift Officers and senior University members
* Proficiency with University’s constituency database for inputting and generating reports
* Serve as constituency database ‘expert’ and assist MGOs in using the system according to business procedures and confidentiality agreement
* Proficiency with Word, Excel, PowerPoint, email, databases, and other standard packages
* Familiarity with navigating the Internet
* Events – Assist MGOs execute cultivation/stewardship events. Plan and suggest ideas for events/prepare invitation list/create invitations/manage printing of invitations/arrange and confirm venue and caterer/mail invitation/create biographical information on attendees/manage acknowledgement of speakers, guests and hosts/facilitate follow up
* Provide last-minute administrative support as needed


Completion of High School Curriculum and related high school training or equivalent; BA/BS preferred. 1-3 years administrative and/or clerical experience in related setting. Higher education may substitute for experience and vice versa to accomplish the requirements. Excellent organizational, interpersonal and technical skills. Thorough and comprehensive knowledge of office procedures, practices and methods. Ability to work independently, prioritize competing tasks and pay close attention to details. Must be able to handle multiple tasks simultaneously, prioritize workload, and manage up. Willingness to learn and apply new technologies as needed. High level of computing skills necessary, including Word, e-mail, Excel, PowerPoint and other Microsoft packages.

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

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. * Please rate your level of expertise working with MS Office (Excel, Word, Power Point).
    • Basic
    • Intermediate
    • Advanced

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents