University of Pennsylvania ADMIN COORDINATOR in Philadelphia, Pennsylvania

ADMIN COORDINATOR 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 90-24553


School Name Development and Alumni Relations

Org Alumni Records

Posted to the Web 12/01/2016

Posted Job/Salary Grade 025

Employment Type Non-Exempt

Hours 35.00

Position Type Full Time

Position Schedule 9am-5pm

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.


Reporting to the Director of Gifts Accounting & Administration and Records, provide timely, accurate, and courteous service to DAR staff and members of the Penn community. Manage the DAR Records Office electronic and paper document imaging. Coordinate projects, work closely with the schools and centers and responsible for regular outreach. Identify, scan, index, and link DAR documents to the DAR database, Atlas. Responsible for assisting with DAR Hoteling Space located at the Franklin Building. Process online giving; receive donations and pledge agreements; communicate effectively to supervisor and other senior development officers daily; ensure daily deliveries to FMC and Franklin Building twice a day. Responsible for all Development and Alumni Relations Mail for FMC; including proper distribution of mail; communication to staff; and coordination of all outgoing and incoming from various entities such as Penn Mail Service and USPS. Responsible for returned mail. Create and/or modify records in Atlas, the database of record, for Development and Alumni Relations. Answer phones which requires excellent customer service; significant external client interactions including Alumni, Donors, and Volunteers. Create and/or modify procedures and policies to ensure effective processes are in place for service provided in a timely manner.Work closely with Gifts Accounting & Administration and performs gift processing during peak periods. Assist with routine daily responsibilities of DAR Records; must be punctual and demonstrate initiative. Required to work Alumni Weekend, Winter Break and when needed Homecoming.


High School Diploma and 5-7 years of related experience required. Associate’s degree preferred. Ability to communicate effectively and professionally, both verbally and in writing. Demonstrated understanding of a document library and document imaging best practices. Demonstrated technical knowledge of document imaging computer hardware and software. Ability to handle confidential information appropriately. Highly organized and detail-oriented with high level of initiative, commitment to follow through, and willingness to assume responsibility. Demonstrated ability to manage and prioritize projects in a timely, effective manner. Ability to handle high volumes of work. Detail-oriented; self-starter. Ability to work effectively as part of a team and encourage others to collaborate. Enthusiasm for providing the highest level of service. Demonstrated capacity for creativity and taking initiative for new protocols that improve efficiency and effectiveness. Demonstrated ability with Microsoft Word, Excel, PowerPoint, and relational databases functionality. Demonstrated ability to work in a collegial and collaborative environment. Ability to staff events as needed. Ability to lift up to 25 pounds.

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

  • Unique Advantage

  • 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 excellent organizational, interpersonal and communication skills, both oral and written?

  • Yes

  • No

  • Do you have experience in a document imaging environment?

  • Yes

  • No

  • If you answered yes to the previous question, please elaborate on your experience.

(Open Ended Question)

  • Do you have the ability to exercise considerable initiative and independent judgment and discretion in working with highly confidential matters?

  • Yes

  • No

  • Do you have the ability to organize and prioritize assignments and work effectively with diverse groups?

  • Yes

  • No

  • Please rate your experience using the following computer programs: Word, PowerPoint, Excel.

  • Beginner

  • Intermediate

  • Expert

  • Do you have the ability to staff events as needed?

  • YES

  • NO

  • Do you have the ability to lift up to 25 pounds?

  • Yes

  • No

Applicant Documents

Required Documents

  • Cover Letter

  • Resume

Optional Documents