University of Pennsylvania ASSIST DIR FOR ADMIN AND VOLUNTEER MANAGEMENT in Philadelphia, Pennsylvania

ASSIST DIR FOR ADMIN AND VOLUNTEER MANAGEMENT Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply for this Job link/button.

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Posting Details

Posting Details

Reference Number 90-29438


School Name Development and Alumni Relations

Org School/Center Development

Posted to the Web 07/25/2018

Posted Job/Salary Grade 026

Employment Type Non-Exempt

Hours 40.00

Position Type Full Time

Position Schedule 8:30 am - 5:30 pm

Months 12

Position Length Ongoing

Position End Date

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.

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.

School/Center Overview

The Development and Alumni Relations organization at the University of Pennsylvania is one of the premier development organizations in the world. Penn’s Development and Alumni Relations (DAR) team members benefit from an exceptional work environment where professional excellence and individual pride in achievement are grounded in a strong institutional commitment to integrity and collegiality as we strive for collective success. For talented and innovative individuals, a career at the University of Pennsylvania offers the chance to be part of an exceptionally exciting environment at the nation’s first university. We seek talented individuals who will constitute a community that draws on the strength that comes with a substantive institutional commitment to diversity. Diversity is prized at Penn as a central component of our mission and helps create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship. Penn’s commitment to achieving eminence through diversity is ultimately a commitment to creating a more vibrant university so that our employees will be both stimulated and empowered to shape a better world.


This role is part of the Penn Champions Club team, which is the alumni relations and development arm for the Department of Recreation and Intercollegiate Athletics (DRIA) at The University of Pennsylvania that sponsors 33 varsity sports and dozens of club and intramural opportunities. The Penn Champions Club is committed to providing a world-class experience for Penn student-athletes in the classroom, in the community and in competition. Its staff fosters relationships with alumni, donors, parents, volunteers, coaches, other athletics staff as well as colleagues in Penn Development and Alumni Relations in support of overall DRIA fundraising achievement. The Assistant Director of Administration and Volunteer Management is a member of a Development and Alumni Relations (DAR) team focused on achieving the fundraising and alumni relations goals of the Department of Recreation and Intercollegiate Athletics (DRIA). The Assistant Director is housed in the Penn Champions Club, which is the fundraising arm of DRIA and he/she will report directly to the Sr. Associate Athletic Director for Development and Alumni Relations. He/she oversees all administrative and office management functions, donor stewardship, and volunteer management of Penn’s 18 sport boards, campaign volunteer structure and Board of Overseers. He/She will ensure the consistency and accuracy of gift processing as well as all aspects of the gift agreement process for the Penn Champions Club. This position also manages the collective efforts of student workers provided through Penn’sDuties* Establish and maintain direct contact and build strong relationships with donors, DAR community and DRIA staff. Work effectively with Central Development and DRIA.* Compose and proofread correspondence, memoranda and other materials.* Receive incoming calls, respond to questions, direct calls and take messages* Provide ongoing assistance to the Sr. Associate Athletic Director of Development and Alumni Relations by scheduling appointments, maintaining calendars, coordinating and prioritizing activities.* Manage information regarding alumni and friends re: effective use of the University’s internal donor database (Atlas).* Create/coordinate/send out mass mailings, emails, etc.* Handle travel arrangements and process reimbursements* Maintain department budget records.* Manage all aspects of the gift agreement process, including all drafting, editing, executing, and follow up associated with all gift agreements originating in the Penn Champions Club* Serve as gifts agreement coordinator and liaison between Athletics Development and Office of Gifts Planning.* Arrange Overseer meetings and events including preparation and distribution of materials.* Assist the Sr. Associate AD in the management of major gift prospect pool in various gifts cycle stages of identification, cultivation, ask and stewardship by updating the Atlas data base in a timely and accurate manner.* Design and execute the the donor stewardship process for all DRIA annual, endowment, capital and planned giving gifts, including drafting of donor letters and special projects. * Research, compile and prepare various data for reports and analytics upon direction of Sr. Associate Athletic Director as well as own initiative.* Manage a a group of roughly 50 campaign volunteer, including the recruitment, on boarding and off boarding of volunteers; drafting and sending correspondence between the Penn Champions Club and the campaign volunteer network, scheduling calls and meetings, creating and drafting agendas, working with the Assistant Director of Data Analytics to ensure the volunteer network has all important and pertinent data and reports; traveling to campaign events hosted by volunteers and providing exceptional customer service* Manage the effective utilization of up to two (2) Athletics DAR work study students.* Perform other related duties as assigned in support of Athletics Development department


Bachelor’s degree. Two to three years of progressively responsible administrative experience in an administrative/office environment or equivalent combination of education and experience. Outstanding organizational, interpersonal communication skills, problem solving skills, customer service skills and oral and written communication skill are essential. Demonstrated experience in fundraising, event planning, volunteer management, stewardship, marketing communications and a passion for athletics strongly preferred. Excellent computer skills in all aspects of Microsoft Office Suite and database programs required. The position is based on a 40 hour work week, 8:30-5:30 with a one hour lunch. Capacity to work evenings/weekends/holidays will be required as sports schedule dictates. Valid driver’s license required. Staff events as needed.

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.

Quick Link

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  • How did you hear about this employment opportunity?

  • Jobs@Penn

  • Contacted by a Penn Recruiter

  • Referred by a Penn Employee

  • Referred by a friend or family member

  • Higher Education Recruitment Consortium (HERC)

  • Inside Higher Ed


  • Other Internet Advertisement

  • Linkedin

  • Twitter

  • Other Social Media Site

  • Professional Affiliation/Trade Website

  • Diversity Association/Publication Website

  • Heard about it at a conference or career fair

  • Apple One

  • Recruitment and/or staffing agency

  • What is your highest level of education completed?

  • Less than high school education

  • High School Diploma or GED

  • Vocational or Technical School

  • Associate's Degree or Two Year College

  • Bachelor's Degree

  • Master's Degree

  • PHD/MD/JD or equivalent doctoral degree

  • How many years of experience do you have related to this position?

  • 0 to 1 Year

  • 1 to 2 Years

  • 2 to 3 Years

  • 3 to 5 Years

  • 5 to 7 Years

  • 7 to 10 Years

  • Over 10 Years

  • Do you have a valid driver’s license?

  • YES

  • NO

  • Do you have demonstrated fundraising, event planning, marketing communications experience?

  • Yes

  • No

  • Do you possess Volunteer Management experience?

  • Yes

  • No

Applicant Documents

Required Documents

  • Cover Letter

  • Resume

Optional Documents