Donor Support Administrator (The Penn Fund)

Donor Support Administrator (The Penn Fund)

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
Donor Support Administrator (The Penn Fund)

Job Profile Title
Gifts/Records Administrator

Job Description Summary
Organizational Mission and Values:
Established in 1927, The Penn Fund supports the University's mission through upholding the core values set forth by Development and Alumni Relations and raising both dollars and donors to enhance undergraduate life and learning for all students. We are proud to serve as one of the primary annual giving vehicles within our generous Quaker community. Gifts that count toward The Penn Fund benefit the University's highest priorities across the academic, extracurricular, and residential experience.

Future members of our team will hold the utmost integrity and accountability for their work; lead with collegiality to form bonds with colleagues united in common purpose; actively seek out collaboration with the best intention to work together; recognize and embrace diversity in background and of thought to create an inclusive environment; utilize transparency and open communication as regular tools to benefit both internal and external culture; and honor the dignity and personal rights of others through mutual respect and trust.

Position Overview:
The Penn Fund annually solicits, receives, and stewards over 25,000 gifts from undergraduate alumni in support of class and reunion giving goals. To honor donor intent, these gifts need to be accurately recorded, acknowledged, and reported. With these important priorities in mind, the Donor Support Administrator - reporting to the Associate Director of Data Analysis and Operations - processes all department gifts and pledges, and helps to maintain the highest quality assurance in gift processing. In partnership with the Office of Gift Accounting and Administration, this position follows standard operating procedures for gift processing and stewardship on behalf of the department and reports on issues, breakdowns, and results. This position also serves as a resource to the entire Penn Fund team in the areas of gift processing, research, and general donor relations, and must adhere to and help enforce the Development and Alumni Relations Privacy and Security Standards.

Job Description

Specific Responsibilities:
  • Process all gifts to The Penn Fund sent to our team from donors or partners across campus, including those via check, credit card, donor-advised fund, foundation, and/or matching gift.
  • Understand all transaction types to be processed, including outright gifts, pledges, pledge payments, hard credit, and/or soft credit.
  • Respond within 24 hours (to the best of one's ability) to requests sent to the donor support listserv and act as a gift-related customer service agent to internal and external constituents.
  • Manage gift and pledge agreements, typically in the amount of $25,000 or more, as required.
  • Comprehend and execute all aspects of the pledge reminder process, including quality assurance for short- and long-term reminders.
  • Verify all manually processed gifts, bringing any issues to the team's attention in a timely manner.
  • Maintain electronic and hard copy files of all manually processed gifts.
  • Serve as primary manager of recurring credit card database and standard operating procedures related to this program.
  • Determine and submit all gift adjustments, including but not limited to soft credits, pledge removals, pledge reductions, designation changes, and pledge payment reallocations.
  • Provide daily updates on gifts processed to the entire Penn Fund team.
  • Support continuous improvement of department standard operating procedures (SOPs) for gift processing by making recommendations to team lead.
  • Partner with additional Donor Support Administrator to work in cooperation and coordination of personal schedules to support needed department coverage in this important functional area.
  • Handle general administrative duties professionally and accurately, managing all current and future projects in an efficient and effective manner.
  • Assist with other duties as assigned on both The Penn Fund team and across the division.

  • High School diploma required; 3-5 years of experience or equivalent combination of education and experience required. BA/BS degree preferred.
  • Desired skills include, but are not limited to, and may be described in other ways: excellent interpersonal and communication skills, strong attention to detail, ability to organize and manage multiple projects, and wish to work collaboratively while contributing to total team culture and effort.
  • Proficiency in the use of word processing, spreadsheet, and presentation applications (e.g. Word, Excel, PowerPoint) preferred in addition to capacity to learn systems and databases unique to the organization.
  • Potential to work nights and/or weekends at limited times of the year.

**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.

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