Administrative Assistant, International Development, Development and Alumni Relations

University of Pennsylvania
  • Location
    Philadelphia, Pennsylvania
  • Sector
    Education
  • Experience
    Early Career / Mid Career
  • Posted
    Jan 08

Position description

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.

 

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, International Development, Development and Alumni Relations

 

Job Profile Title

Administrative Assistant B

 

Job Description Summary

The International Development office, within Development and Alumni Relations at the University of Pennsylvania is responsible for raising major and principal gifts from alumni, parents and friends residing overseas, while also managing two international foundations and two global volunteer committees. The Administrative Assistant serves as the primary administrative and clerical support for the office. Reporting to the Associate Director, the Administrative Assistant is intimately involved with all aspects of the day-to-day operation of the program. 

The Administrative Assistant is responsible for managing records and reports, and for ensuring that office policies and procedures are carried out in a professional and efficient manner. Under limited supervision, the Administrative Assistant must be able to exercise judgment, initiative and analysis in carrying out administrative and clerical duties. The Assistant will handle complex and highly confidential materials and must be able to meet deadlines in a goal-oriented environment.

 

Job Description

Responsibilities:

  • Support the international team with all aspects of international travel from assisting with travel and accommodation arrangements as needed, to reimbursements, to providing immediate support if travel issues arise. Support also includes assistance with obtaining visas for staff travel to countries that require them in advance of travel.
  • Serve as a BEN Financial end-user to monitor and reconcile expenditures and generate reports. Generate purchase orders.
  • Prepare and track gift agreements for gifts of $25,000 or more, ensuring that language is in accordance with approved University policies and guidelines; work with Office of Gift Planning, gift officers, others as necessary to resolve issues with complicated or non-standard features, e.g., gifts in currencies other than US dollars; gifts to our charities in Hong Kong or the United Kingdom, including the use of Gift Aid, off-shore giving, or through the TGE mechanism; Complete gift transmittals and all follow-up, including initiating stewardship process, assuring all donors are properly acknowledged by their respective units.
  • As an Atlas end user, help maintain integrity of unusual international data; input group actions, strategies, and contacts when needed; ensure international staff meet Atlas entry requirements for internal management reports; Assistant team with keeping actions current in Atlas; Responsible to maintaining the International donor pipeline.
  • Maintain contributions to the DAR calendar and manage the International calendar.
  • Review weekly, monthly international gift reports with team; recommend action when it seems appropriate and support implantation of action; order custom reports; update Atlas; create and manage prospect pipelines.
  • Schedule meetings, conference calls; maintain calendars; prepare agendas, minutes, etc. Maintain and inventory office supplies.
  • Receive, screen, handle inquiries, especially those that come from outside the US and result from the international giving website or other international tax-efficient giving outreach.
  • Support the Associate Director with keeping the website current and fresh, including identifying and creating new content; participate in discussions about use and ease of use of the website; supports any communication strategy developed by the Assistant Director.
  • Provide administrative support of the management of the volunteer committees in the UK and Hong Kong; play a key role with the preparation of meetings of the committees and other projects as needed.
  • Maintain office files – electronic and physical.
  • Assist team with informal research from gift reports, media, internet, etc. in key strategic regions to support the work of frontline, including the development of regional profiles for the top 4-6 regions.
  • Responsible for adhering to events protocols and assist with all details of event management.
  • Compose, edit correspondence; sign and distribute when supervisors are absent. Receive, distribute, process information in accordance with established schedules and procedures.
  • Anticipate that unusual situations may arise and be able to handle with ease and/or redirect as appropriate.
  • Observe and maintain confidentiality of all privileged information.
  • Other duties as assigned including coverage of 3rd floor front desk.

Qualifications

Bachelor’s degree strongly preferred, completion of high school curriculum required; 3-5 years of relevant experience or an equivalent combination of education and experience, preferably including knowledge of higher education and not-for profit sectors; international experience that may include living, working, and/or studying abroad desirable. Sensitivity to the cultural values of Penn’s diverse international community and ability to work effectively across languages, time zones, customs, national holidays, currencies, is important. Must be able to exercise judgment, tact, and diplomacy in the performance of duties, and will know when to seek help in unfamiliar situations. Ability to function with a high degree of independence in carrying out the responsibilities of the job. High level of competency with computer software programs including database management skills, Microsoft office suite and internet research. Capacity to learn and apply new technologies and efficiencies as needed. Excellent verbal and written communication skills; demonstrated experience working with diverse international constituent groups. Occasional evening and/or weekend work required.

Application instructions

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