"Administrative Coordinator, Principal Giving - Wharton External Affairs"

Wharton School Overview

Founded in 1881 as the world's first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education's individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu.

This position provides high level administrative support for the Senior Managing Director, Principal Giving & Board Relations. In addition, they will work closely with the Director of Board Relations and the Sr. Associate Director of Principal Giving Strategy and Experience. The successful candidate must be able to collaborate and manage multiple projects with simultaneous deadlines, as well as work as a member of the development team and the larger administrative coordinator team across External Affairs. Responsibilities include but are not limited to: carefully managing, scheduling, and organizing the Senior Managing Directors' schedule and interaction with faculty, senior administrators, alumni, donors/ prospects, volunteers, and others; coordinating complex travel arrangements - both domestic and international; drafting correspondence; and aid in budget tracking. Included in confidential, ongoing cross divisional projects including back up support for Dean's travel on behalf of External Affairs. Poise, maturity and excellent judgment are required for this position, as well as a high attention to detail.

Job Responsibilities

• Provide core Administrative Support to the Senior Managing Director, Principal Giving.
• Manage, plan, and schedule meetings with internal and external parties. Serve as a representative for VIP visits and events.
• Support all aspects of the donor cycle- from engagement to stewardship. This includes report and proposal review, drafting correspondence (thank you, acknowledgement, memos and other assignments).
• Assist in the management of top prospects and volunteers.
• Ensure that the team are prepared with appropriate background material for meetings, events, appointments
• Effectively and efficiently manage directors time, arrange complex travel, reimbursements, and preparatory materials.
• Provide assistance to the Director of Board Relations and Senior Associate Director of Principal Giving on specific projects, including board directory, board website updates, meeting minute distribution, and other cross divisional projects.
• Maintain and update record of external activity and strategy (on behalf of the directors) in University databases with information necessary for tracking, cultivating and soliciting potential donors. Ability to query reports.
• Aid in timely stewardship of assigned prospects, which includes reviewing daily gift logs.
• Track the Principal Giving/Board Relations budget. This includes purchases and reimbursements. Review monthly financial statements.
• Have a working knowledge of projects and deadlines and help ensure completion.
• Other duties and responsibilities as assigned.

Qualifications

• High school diploma required, bachelor's degree preferred; 5 to 7 years of relevant experience, or equivalent combination of education and experience.
• Excellent decision-making and ability to work independently with limited supervision.
• Expertly skilled in office procedures.
• Demonstrated ability to manage multiple projects and presentations simultaneously under tight deadlines required.
• Highly competent with computer software: Microsoft Office (word processing, spreadsheet, power point) and relational databases knowledge required.
• Excellent written, organizational and oral communication skills required.
• Must have the ability to handle sensitive material and information confidentially.
• Maturity, poise, judgment, positive outlook, and professionalism are essential. Have the ability to work as a team player and help provide support during events and/or activities when necessary.
• Development experience preferred.