Advancement Services Representative, College of Medicine

Penn State University • New York, NY

2d

About The Position

Penn State is currently seeking an Advancement Services Representative to support the Development and Alumni Relations office at Penn State Health and Penn State College of Medicine (DDAR Medicine). As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State’s future and contribute to one of the most successful fundraising and alumni relations operations in the country. Reporting to the Associate Director of Operations and working closely with the DDAR Medicine team, as well as other partners, the Advancement Services Representative will: Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications Build and manage relationships with multiple internal and external departments Receive, code and record gifts and pledges, ensuring accuracy, proper documentation, and compliance with University, Health System, and other applicable policies and regulations Collect, scan, retain and index all necessary documentation associated with gifts and pledges for auditing purposes Create and update constituent records in the CRM Create journal entries for deposits and transfers in the SAP accounting platform Request gift allocation and appeal codes Track the creation and execution of endowment and named annual fund account guidelines Track status of pledges and draft correspondence to donors as appropriate Generate memorial and honor letters to constituents Support DDAR Medicine’s donor and alumni events including contract submittals, purchase requisitions, and expense reconciliation Support DDAR Medicine’s team with a variety of operational needs including maintaining office lists and schedules, maintaining equipment inventory and replacement schedules, and ordering general office supplies The successful candidate will have: Understanding of fundamental accounting principles and experience in recording and reconciling monetary transactions Exceptional attention to detail and commitment to accuracy in all aspects of work Proficiency in financial systems and software with the ability to generate reports Hands-on experience with enterprise-level software platforms, such as CRMs and SAP, and the ability to navigate complex systems effectively Exemplary interpersonal and communication skills, both written and verbal Dedication to fostering an inclusive, respectful and collaborative environment for colleagues and students Proven ability to self-motivate and work both independently and as part of a team Commitment to professional development, learning, and being mentored DDAR is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work arrangements should be directed to the hiring manager during the interview process.

Requirements

• Understanding of fundamental accounting principles and experience in recording and reconciling monetary transactions
• Exceptional attention to detail and commitment to accuracy in all aspects of work
• Proficiency in financial systems and software with the ability to generate reports
• Hands-on experience with enterprise-level software platforms, such as CRMs and SAP, and the ability to navigate complex systems effectively
• Exemplary interpersonal and communication skills, both written and verbal
• Dedication to fostering an inclusive, respectful and collaborative environment for colleagues and students
• Proven ability to self-motivate and work both independently and as part of a team
• Commitment to professional development, learning, and being mentored
• Associate Degree
• 2+ years of relevant experience; or an equivalent combination of education and experience accepted

Responsibilities

• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications
• Build and manage relationships with multiple internal and external departments
• Receive, code and record gifts and pledges, ensuring accuracy, proper documentation, and compliance with University, Health System, and other applicable policies and regulations
• Collect, scan, retain and index all necessary documentation associated with gifts and pledges for auditing purposes
• Create and update constituent records in the CRM
• Create journal entries for deposits and transfers in the SAP accounting platform
• Request gift allocation and appeal codes
• Track the creation and execution of endowment and named annual fund account guidelines
• Track status of pledges and draft correspondence to donors as appropriate
• Generate memorial and honor letters to constituents
• Support DDAR Medicine’s donor and alumni events including contract submittals, purchase requisitions, and expense reconciliation
• Support DDAR Medicine’s team with a variety of operational needs including maintaining office lists and schedules, maintaining equipment inventory and replacement schedules, and ordering general office supplies

Benefits

• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
• In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
• One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees