Administrative Coordinator

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 Coordinator

Job Profile Title

Administrative Coordinator

Job Description Summary

Under limited supervision, this position will provide administrative support for the Gifts Accounting, Administration and Records Office (GAA&R). Primary duties include managing the daily operations of the front desk including gift receipts and pledge reminder requests; the Gifts Contact Center/Sycurio for incoming calls and tracking; daily online giving donation review and processing; receiving and preparing gift mail for processing; and administrative support to the matching gift coordinator.

This position requires strong analytical skills, excellent organization, and strong interpersonal and customer service skills. Must provide timely, accurate, and courteous service to DAR staff and members of the Penn community. This position will provide oversight for the multiple data systems used, and will update and maintain data integrity in Compass, DAR’s complex alumni and donor database.

This position reports directly to the Assistant Director.

Job Description

Job Responsibilities

• Manage the gift receipt process, including preparation of daily receipts, duplicate receipt requests, and yearly recurring receipts. Prepare duplicate pledge reminders as requested by DAR staff as needed.
• Provide front desk support, including greeting visitors and answering GAA’s main phone line through The Gifts Contact Center and Sycurio. Access CyberSource and Stripe to research and respond to calls regarding gifts made online.
• Open, sort, copy, research, and prepare all incoming mail for gift processing, including creating records for new donors as needed. Facilitate delegation of incoming email to the correct area for further processing. Answer inquiries, identify problems, and distribute correspondence to schools/centers.
• Review daily online giving (OLGA) transactions to identify donors, create new records and/or update contact information for existing constituents.
• Process adjustments. Review gifts in the system of record, enter case requests as needed.
• Assist with manager matching gift reports, preparation, and research.
• Manage office supplies/requests

Required to work Winter Break, Calendar Year End, Fiscal Year End, Alumni Weekend, and as needed for Homecoming.

Qualifications

• High School Grad/GE Degree, and 5 to 7 years of experience in related functions, preferably in development and alumni relations, equivalent combination of education and experience is required.
• Bachelor’s degree preferred.
• Preferred experience in development and alumni relations, or equivalent combination of education and experience considered.
• Ability to communicate effectively and professionally, both verbally and in writing. Ability to handle confidential information appropriately. Highly organized and detail-oriented with a high level of initiative, commitment to follow through, and willingness to assume responsibility.
• Demonstrated ability to manage and prioritize projects in a timely, effective manner.
• Ability to handle high volumes of work.
• Detail-oriented; self-starter.
• Ability to work effectively as part of a team and encourage others to collaborate.
• Enthusiasm for providing the highest level of service.
• Must demonstrate the ability to provide excellent customer service to a diverse group of donors, alumni, development officers, and other workers and professionals.
• Must be able to manage multiple daily tasks while working quickly, accurately, and independently.
• Demonstrated proficiency in Microsoft Office, Word, Excel, PowerPoint, and relational database functionality.
• Ability to staff events as needed.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$21.52 - $25.00 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, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements 
Background checks may be 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.

​

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay