Development Assistant, International Development and Operations

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, International Development and Operations

Job Profile Title

Administrative Assistant B

Job Description Summary

The International Development office, within University Strategic Philanthropy and Partnerships in Development and Alumni Relations at the University of Pennsylvania, is responsible for maximizing philanthropic support for priorities across the University and overseeing leadership engagement from Penn’s alumni, parents, and friends residing outside the United States.

The office also manages two international foundations and three global leadership fundraising committees to facilitate further giving and engagement. Reporting to the Senior Associate Director of International Operations and Board Relations, the Development Assistant serves as the primary administrative and clerical support for the International Development office. The Development Assistant is intimately involved with all aspects of the day-to-day operation of the program and a key member of the team.

The Development Assistant will provide day-to-day support for the Associate Vice President of International Development, including but not limited to calendar management, coordinating complex travel arrangements, reimbursements, research, database updates, and other correspondence.

Under limited supervision, the Development Assistant must be able to exercise judgment and take initiative in carrying out administrative and clerical duties, ensuring that office policies and procedures are carried out in a professional and efficient manner. The Development Assistant must be able to meet deadlines in a fast-paced intercultural environment.

Job Description

Job Responsibilities

• Provide day-to-day administrative support for AVP including but not limited to: calendar management, coordinating complex travel arrangements, reimbursements, research, database updates, and other correspondence.

• Provide frontline customer service on behalf of AVP and team, including answering phones, responding to emails, and greeting visitors. Provide timely answers to alumni and donor inquiries.

• Maintain file organization system for physical and digital files.

• Support planning and set-up of internal meetings and events, including agendas, talking points, and presentations.

• Manage international mailings, shipping, customs forms on behalf of the team.

• Complete all Concur travel expense reports on behalf of AVP and frontline fundraisers.

• As the team BEN Financials user, pay all invoices, create purchase orders, and collaborate with DAR Finance on payment management as needed.

• Maintain and order office supplies, order and coordinate catering or event supplies.

• Prepare and track gift agreements for commitments of $25,000 or more in accordance with University policies and guidelines, complete gift transmittals, and adjustments.

• Provide international gift support, including liaising with Gifts and Accounts Administration on all aspects of international gift transactions, recording, receipting, and reconciliation.

• Track and update the giving pipeline for the International Development team in DAR CRM software.

• As a CRM super-user, input meetings, strategies, and other updates; ensure International Development staff meet CRM entry requirements for internal management reports. Assist with maintaining integrity of international data in database.

• Support the team with international travel to include, but not limited to: assisting with transit and accommodation arrangements, expense reimbursements, providing immediate support if travel issues arise or assistance with obtaining visas for staff travel.

• Manage International Travel Calendar and ensure DAR and university liaisons receive updated communication about DAR international travel and events. Update DAR events calendar with all International Development events.

• As needed, provide backup administrative support to the Program Coordinator and the Senior Associate Director of International Operations and Board Relations in the management of the volunteer committees; assist with the preparation of meetings of the committees and other projects as needed.

• Support the Program Coordinator in creating briefing materials for individual meetings with senior leadership.

• Support the Program Coordinator with event management and logistics as needed.

• Observe and maintain confidentiality of all privileged information.

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

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required. Knowledge of higher education and/or not-for-profit sectors desirable.

• International experience preferred, including living, working, and/or studying abroad.

• Demonstrated experience working with diverse international constituent groups.

• Sensitivity to the cultural values of Penn’s diverse international community and ability to work effectively across languages, time zones, customs, national holidays, and currencies

• Must be able to exercise judgment, tact, and diplomacy in the performance of duties, and will know when to seek help in unfamiliar situations. Ability to function with a high degree of independence in carrying out the responsibilities of the job.

• High degree of competency with computer software programs including database management skills, Microsoft Office Suite, and internet research. Capacity to learn and apply new technologies and processes as needed.

• Excellent verbal and written communication skills.

• Occasional evening and/or weekend work required.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$19.32 - $23.00 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.

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.

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The University of Pennsylvania’s special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship. 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.