Senior Gifts and Records Administrator, Penn Medicine

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

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.

Posted Job Title

Senior Gifts and Records Administrator, Penn Medicine

Job Profile Title

Gifts/Records Administrator Senior

Job Description Summary

Under limited supervision, manage gift processing system operations to ensure the accurate recording and reporting of contributions. Research and process Qualified Charitable Distribution (QCD) donations. Prepare and distribute online acknowledgments for Penn Medicine donors, and review and mail Notice-of-Contribution correspondence generated through the Development program. Train users and oversee credit card gift processing procedures. Facilitate identification requests for new donor contacts and accounts and support Penn Medicine fundraisers with gift-related inquiries. This position reports to the Associate Director, Gifts and Records Administrator.

Job Description

Job Responsibilities

• Responsible for processing the high-volume of IRA and QCD checks. Accountable for research of donors’ contact information and confirm donors’ eligibility. Create opportunities and collaborate with Plan Giving to properly record gift information; also work closely with the Executive Director of Planned Giving for Penn Medicine. Train and update Gift Team members on policies and processing procedures.
• Review and merge reports for online donations, to validate information and ensure accuracy. Produce electronic acknowledgements based on the department’s current acknowledgement policy. Proofreads draft letters before circulating them to the appropriate staff for approval. 
• Submit case adjustments and reallocations based upon Gift Officers’ and Donors’ request. Conduct follow up actions to ensure that donor intent is achieved. Research, reconciles, and provides general quality assurance while serving as General Troubleshooter for problematic gifts.
• Review and assist with preparing lockbox files and creating gift opportunity transactions.  Reconcile gift transactions with bank deposit; Utilize Development database to retrieve and verify donor and gift information; update donor’s bio information when necessary. Ensure adherence to schedules and procedures
• Process ACC Acquisition mailing donations; request IDs and prepare Lockbox file to record gifts into Compass.
• Review paper and electronic Notice of Contribution correspondence generated by the gifts received by Penn Medicine.  Incorporates corrections, produces final letters for distribution to next of kin.
• Provide support to fundraisers through gift research and issue resolution, including credit and billing matters. Process all donations, pledges, and adjustments accurately and efficiently. This role requires the ability to manage complex and confidential information with discretion while consistently meeting deadlines in a goal-oriented environment.
• Oversee and process Credit Card donation. Enforce the Univers