Administrative Assistant - Major Gifts Program

Administrative Assistant - Major Gifts Program

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Administrative Assistant - Major Gifts Program

Job Profile Title
Administrative Assistant B

Job Description Summary
Under limited supervision, this position provides administrative and other programmatic support to the Central Major Gift team.

Job Description

Under limited supervision, this position handles a variety of administrative and clerical tasks in order to ensure that Major Gift Officers (MGOs) have the support they need both in the office and on the road, and that all interactions between the organization and others are positive and productive. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. Work autonomously in a team based environment to provide effective support in projects and programs with multiple priorities. The person in this position is responsible for maintaining records and reports, and for ensuring that all office policies and procedures are carried out in a professional and efficient manner. Must have the ability to meet deadlines in a goal-oriented environment. The individual will have full responsibility for independently handling work requiring complex and/or specialized knowledge. May provide direct support to a number of MGOs.


  • Become adept using the Major Gifts team's constituency database and assist MGOs in using the system according to business procedures and confidentiality agreement.
  • Provide a professional and friendly point of contact for the Major Gifts Program for phone calls, correspondence, events, data and routine or special requests.
  • Through the use of online research and the University's constituency database, provide prospect research and reports as needed.
  • Assist MGOs with mailing and shipping. Serve as the point person for handling internal and external mail.
  • Keep the Major Gift team up to date by performing timely database updates,
  • Close out and process gift agreements for the Major Gifts Team
  • Support MGO activity by accessing data for MGOs travelling out of the office
  • Generate reports using multiple data points from Penn's database to focus on top prospects and assess larger trends in prospect actions and giving.
  • Assist in the production of briefing materials for first time prospect meetings
  • Strengthen the Central Major Gift team's excellence in communication by assisting with routine communications through editing and proofreading, as needed.
  • Assist with development and planning for events by producing and managing target invite lists, printing name tags, developing event briefings, providing on-site event assistance, helping to implement follow up plan, and providing other assistance where needed.
  • Maintain and update repository of information on Penn's Schools and Centers, including gift priorities and proposal language, gift opportunities and program materials.
  • Maintain and organize office files, make travel reservations, respond to inquiries that require interpretation of office/department policies and procedures; independently dispense information and respond to requests on University programs.
  • Stay up to date on MGO actions and team priorities and projects and assist with these efforts within the scope of the position

    High School diploma; 3-5 years administrative experience in a related setting or an equivalent combination of education and experience. 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, e-mail, Excel, PowerPoint and other Microsoft programs.

    **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.**

    Job Location - City, State
    Philadelphia, Pennsylvania

    Department / School
    Development and Alumni Relations

    Pay Range
    $17.58 - $26.96

    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.

    To learn more, please visit:

    To apply, visit

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