Administrative Coordinator, Principal Gifts

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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.

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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

Administrative Coordinator, Principal Gifts

Job Profile Title

Administrative Coordinator

Job Description Summary

Under limited supervision, provide administrative support to the Senior Director of Principal Gifts and two Executive Directors of Principal Gifts. Provide support to the Office of Principal Gifts, as needed.

Represent the Office of Principal Gifts and Central Development with professionalism and provide high-level customer service to Penn’s most important internal (including President’s office, Deans, faculty, and senior administrators) and external (including Trustees, Penn alumni, parents, families, and friends at influential business, government, and leadership levels) constituencies. Ability to navigate the university as a whole and establish effective working relationships throughout to respond appropriately to a wide range of inquiries. Exercise considerable judgement, tact, and diplomacy in the performance of duties. Anticipate the needs of the Senior Director of Principal Gifts, and the Executive Directors of Principal Gifts in their identification, cultivation, solicitation, and stewardship of both prospective and longtime donors.

Job Description

Job Responsibilities

• Work closely with Senior Director and two Executive Directors in providing administrative assistance in support of fundraising activities.
• Update spreadsheets, maintain Salesforce/Compass (donor) database information for Principal Gift Prospects and other prospects where necessary, track gifts and maintain filing system for transmittals and agreements, schedule and prepare packets for various events and meetings.
• Prepare gift agreements for manager’s prospects and process gift transmittals.  Follow-up with central gifts to ensure money has been allocated to correct fund and obtain receipts from central gifts or current balance information upon request of the donor.
• Coordinate time off with other assistants including holidays to ensure support for the office.
• Handle arrangements associated with travel, including transportation and lodging accommodations, meeting schedules and itineraries.  Process travel expenses in Concur for payment.
• Compose, proofread, and edit correspondence, and be able to sign and distribute in absence of supervisor. Assist in compiling reading materials such as tailored giving options, create packets, and assemble presentation materials for donors.
• Prepare preliminary background profiles on donors and prospects.
• Proactively manage complex calendars. Schedule meetings and compile briefing material for meetings and conferences and handle catering when necessary.  Prepare agendas, minutes, charts and reports as needed for meetings and presentations. Distribute confidential meeting materials, agenda minutes, charts, and reports.
• Work on initial drafts of Presidential and event briefing materials and letters.
• Become proficient with all aspects of shared data base systems.
• Compile briefing material for medium/large scale events that include the University President.  Coordinate and staff all details of small cultivation/stewardship events both locally and regionally that include the University President. Coordinate, plan and staff the Parent Leadership Committee meetings.
• Greet and direct visitors and respond to inquiries as appropriate. 
• Update