Development Assistant, Principal Gifts

University of Pennsylvania; Pennsylvania; On-site; USD 26,000 - 32,000; Full time

Job summary

University of Pennsylvania in Philadelphia is seeking a Development Assistant, Principal Gifts to provide administrative support to four Senior Philanthropy Officers and the Strategic Partnerships team. This role interfaces with Penn leadership and alumni, ensuring smooth operations and superior donor service.

The successful candidate will manage meetings, prepare materials, assist with gift processing, donor research, and event staffing.

Qualifications

• High School Grad/GE Degree with 3–5 years of experience.
• Bachelor's degree preferred; knowledge of higher education or not-for-profit helpful.
• Proficiency in Microsoft Office and Salesforce; strong communication skills.

Responsibilities

• Administrative oversight of donor review meetings, scheduling, materials, agendas, minutes, and reports.
• Prepare gift agreements, process transmittals, track monthly pledge reminders; liaise with offices.
• Create and manage reports database; coordinate mailings; track donor pledge payments.
• Draft correspondence; conduct donor research and prepare briefings.
• Assist in staffing DAR events and Parent Leadership Committee meetings.
• Handle travel arrangements and reimbursements for senior staff.
• Serve as a BEN Financials end-user; ensure professional operations of the office.
• Respond to inquiries with tact and diplomacy; maintain donor relations.

Skills

Microsoft Office

Salesforce

Internet research

Communication skills

Organizational skills

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

Salesforce CRM

Job description

Development Assistant, Principal Gifts

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

Development Assistant, Principal Gifts

Job Profile Title

Administrative Assistant B

Job Description Summary

Provide administrative support to four Senior Philanthropy Officers in Principal Gifts. Also provide support to the Strategic Partnerships team, as needed. This position provides comprehensive administrative support to the central Principal Gifts front line team. Represent the Office of Principal Gifts and Central Development with professionalism and provide high-level customer service to Penn's most important internal (including President's office, Deans, faculty, and senior administrators) and external (including Trustees, Penn alumni, parents, families, and friends at influential business, government, and leadership levels) constituencies. Ability to navigate the university as a whole and establish effective working relationships throughout to respond appropriately to a wide range of inquiries. Exercise considerable judgement, tact, discretion, and diplomacy in the performance of duties. Anticipate the needs of the four frontline officers in their identification, cultivation, solicitation, and stewardship of both prospective and longtime donors.

Job Responsibilities

• Administrative oversight over key donor review meetings and their corresponding reports (Prospect Strategy Meetings, PRN/Top Donor Communication Strategy Meetings, Principal Gift Prospect List.) Schedule annual, biannual, and monthly meetings; prepare materials, agendas, minutes, and reports; compile and summarize data; perform preliminary analysis of reports; provide support to Schools, Centers, and Central offices such that they comply with the parameters of these meetings and reports.
• Prepare gift agreements and process gift transmittals, process pledge payments, track monthly pledge reminders sent to Principal Gift donors, and prepare open-pledge reports. Liaise with Central Gifts and School and Center development offices to ensure accuracy of agreements and records in database, and that new gifts are recorded correctly.
• Create and manage reports database; ensure donor database is current and well-maintained; coordinate mailings; track donor pledge payments.
• Word process, compose, proofread, and edit correspondence. Conduct donor research and draft briefings.
• Assist in staffing special DAR events and programs. Contribute to all aspects of the Parent Leadership Committee in consultation with the Senior Director. Two meetings a year.
• Handle arrangements associated with travel and reimbursements for Senior Director and two Executive Directors.
• Serve as a BEN Financials end-user.
• Ensure the efficient and effective operation of the Office of Principal Gifts, always assuring complete professionalism. Exercise considerable judgment, tact, and diplomacy in performance of duties. Answer phones for Principal Gifts and SAVP.

Qualifications

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
• Bachelor's degree preferred; knowledge of higher education or not-for-profit industry helpful.
• Proficiency in the use of Microsoft Office products, electronic mail and knowledge of Salesforce.
• Ability to conduct internet research preferred; willingness to learn and apply new technologies as needed.
• Excellent oral and written communication skills; strong interpersonal and organizational skills; thorough knowledge of office procedures, practices and methods; ability to organize and prioritize assignments and work effectively with diverse groups; detail-oriented, flexible, and productive under pressure; ability to staff events as needed; ability to occasionally work evening/weekend extended or flexible hours.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$19.32 - $23.07 Hourly Rate

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