Administrative Assistant, Capital Giving Major Gifts and Gift Planning

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

Administrative Assistant, Capital Giving Major Gifts and Gift Planning

Job Profile Title

Administrative Assistant B

Job Description Summary

This position provides comprehensive administrative support to ensure that Capital Giving, Major Gifts & Gift Planning have the resources they need to be successful, and that all interactions with internal and external stakeholders are professional and productive. The ideal candidate will be highly organized, able to manage complex schedules, and capable of handling multiple tasks simultaneously. Working independently within a collaborative team environment, this role supports a variety of programs and projects with shifting priorities.

Job Description

Job Responsibilities

• Support for calendaring and scheduling of meetings including understanding of video conferencing tools to ensure accessibility for all parties
• Provide day to day support for Associate Vice President of Capital Giving as needed. Including, but not limited to, scheduling of travel, reimbursements, research, data processing, proposal writing support, stewardship, events and more
• Become adept using the constituency database and assist in using the system according to business procedures and confidentiality agreement
• Provide a professional and friendly point of contact for phone calls, correspondence, events, data and routine or special requests
• Assist with mailing and shipping. Serve as the point person for handling internal and external mail
• Keep up to date by performing timely database updates
• Close out and process gift agreements
• Support fundraising activity by accessing data for MGOs travelling out of the office
• Strengthen the team’s excellence in communication by assisting with routine communications through editing and proofreading, as needed
• Stay up to date on actions and team priorities and projects and assist with these efforts within the scope of the position

**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the “Resume/CV” section of the application prior to submitting.**

Qualifications

• High School Grad/GE Degree and 3 to 5 years of administrative experience in a related setting or equivalent combination of education and experience is required. 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, priorities workload, and manage up. Willingness to learn and apply new technologies as needed. High level of computing skills necessary, including Word, Outlook, Excel, PowerPoint and other Microsoft prog