"Program Coordinator, Annual Giving"

Job Description Summary

The Office of Annual Giving is seeking a highly skilled and proactive Program Coordinator to provide strategic support to the Assistant Vice President (AVP) for Annual Giving and play a key role in advancing the team's mission. This position offers a unique opportunity to contribute to high-impact fundraising initiatives through executive-level administrative support, comprehensive budget and financial management, board engagement, and cross-team coordination. The ideal candidate will be detail-oriented, resourceful, and comfortable managing complex workflows, confidential information, and high-level stakeholder relationships. This role is central to ensuring operational excellence, fostering collaboration, and driving forward the priorities of Annual Giving.

Job Responsibilities

Under limited supervision, the Program Coordinator must be able to exercise judgment and initiative in carrying out tasks and projects. The Program Coordinator will handle complex and confidential materials and must be able to manage multiple priorities in a fast-paced intercultural environment.

• Provide high-level, prioritized support to the AVP for Annual Giving, serving as a trusted partner in managing complex administrative and operational needs.
• The Program Coordinator's external work, including answering phone calls, greeting key visitors, arranging donor meetings, preparing, and following up.
• Manage strategic calendar and meeting coordination, and engage with key stakeholders including alumni, donors, and campus leadership.
• Prepare donor and prospect materials, including customized correspondence, briefing documents, and talking points.
• Handle confidential and sensitive information with discretion; compile and analyze data; manage electronic records and databases; ensure accuracy and professionalism in all communications.
• Oversee day-to-day office operations, including logistics, resource management, and internal processes to support a high-functioning team environment.
• Facilitate enhanced coordination across Annual Giving teams and other departments to promote alignment and collaborative execution of initiatives.
• Manage and monitor the full Annual Giving budget-including School and Center Annual Giving, The Penn Fund, and the AVP of Annual Giving budgets-with forecasting, expenditure tracking, and strategic financial insights.
• Provide comprehensive financial management and strategic budget oversight in partnership with the AVP for Annual Giving, including purchasing, procurement, reconciliation of expenses, and maintenance of purchasing cards and petty cash.
• Oversee journal transfers, monitor expenditures across accounting systems, and ensure compliance with university financial policies.
• Support month-end and year-end financial reporting to ensure alignment with DAR financial strategies.
• Serve as the strategic liaison to The Penn Fund Executive Board, managing committee structures, tracking initiatives, and facilitating high-level communications.
• Cultivate relationships with board members, prepare meeting materials, coordinate follow-ups, and drive accountability across board-led efforts.
• Support planning and execution of Office of Annual Giving retreats, meetings, events, and other special projects.
• Perform other duties as assigned.

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.

QUALIFICATIONS

• Bachelor's degree and 2-3 years relevant experience or equivalent combination of education and experience is required.
• Knowledge of higher education sectors and/or international experience such as living, working, or studying abroad is preferred
• Sensitivity to the cultural values of Penn's diverse international community and ability to work effectively across languages, time zones, and customs.
• Exceptional technical skills, including proficiency in Microsoft Office 365 Suite (Word, Excel, PowerPoint, Teams) and ability to learn and apply new technologies and applications as needed.
• Excellent communication skills, both written and verbal.
• Strong attention to detail and ability to maintain accuracy and confidentiality.
• Self-motivated and able to take initiative.
• Ability to work independently and as part of a team.
• Ability to thrive in a fast-paced environment and manage multiple priorities.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$23.80 - $33.66 Hourly Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.