Development Assistant, International Development and Operations

University of Pennsylvania

12d•$19 - $23•Onsite

About The Position

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.

Requirements

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.

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.