Administrative Coordinator - Wharton External Affairs

Description

Reporting directly to the Major Gifts Program Manager and supporting the major gifts team in Wharton External Affairs, this position provides high level administrative support and project coordination.

Responsibilities include but are not limited to : scheduling meetings with donors, prospects, directors and others; coordinating extensive travel arrangements;

drafting correspondence; project management; and carefully managing and organizing schedules for Regional Directors and Major Gifts officers.

Poise, maturity, and excellent judgment are required for this position.

• Manage, plan, and schedule meetings, staff events, etc. on behalf of Major Gifts team with senior administrators, board members, alumni, staff, and faculty in conjunction with the other major gifts coordinators
• Ensure that gift officers are prepared with appropriate background material for meetings and events
• Coordinate extensive domestic travel arrangements and prepare complex expense reports
• Draft correspondence (thank you, acknowledgments, memos, and other assignments)
• Effectively and efficiently manage Regional Directors and Major Gifts officers' calendars
• Maintain and update record of external activity and strategy in Wharton External Affairs' databases with information necessary for tracking, cultivating, and soliciting potential donors
• Create and maintain file systems and confidential information
• Other duties as assigned

Qualifications

HS and 5 years of relevant experience or equivalent combination of education and experience. Excellent decision-making and ability to work independently with limited supervision.

Knowledge of office procedures required. Demonstrated ability to manage multiple projects and presentations simultaneously under tight deadlines required.

Competency with computer software essential : word processing, spreadsheet, database, and PowerPoint knowledge required.

Excellent written, organizational, and oral communication skills required. Must have the ability to handle sensitive material and information confidentially.

Maturity, poise, judgment, and professionalism are essential. Be able to work as a team player and help provide support during events and / or activities when necessary.

Development experience preferred.

REQUIRED DOCUMENTS :

Applicants must submit a cover letter and résumé.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Wharton School

Pay Range

$20.45 - $27.56 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

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.

University Benefits

Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare.

You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

Tuition : Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn.

Your dependent children are also eligible for tuition assistance at other institutions.

Retirement : Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis.

Choose from a wide variety of investment options through TIAA and Vanguard.

Time Away from Work : Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family whatever your personal needs may be.

Long-Term Care Insurance : In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility.

If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements.

Eligible family members must always provide proof of good health and are subject to underwriting.

Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life.

That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

Professional and Personal Development : Penn provides an array of resources to help you advance yourself personally and professionally.

University Resources : As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities.

Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples.

As a member of the Penn community, you’re right in the middle of the excitement and you and your family can enjoy many of these activities for free.

Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff.

Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff.

You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

Flexible Work Hours : Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments.

These approaches involve use of non-traditional work hours, locations, and / or job structures.

Penn Home Ownership Services : Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

Adoption Assistance : Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.