Program Coordinator, Annual Giving

University of Pennsylvania

2d•$24 - $34

About The Position

The Office of Annual Giving is seeking a highly skilled and proactive Program Coordinator to provide strategic support to the Assistant Vice President (AVP) for Annual Giving and play a key role in advancing the team’s mission. This position offers a unique opportunity to contribute to high-impact fundraising initiatives through executive-level administrative support, comprehensive budget and financial management, board engagement, and cross-team coordination. The ideal candidate will be detail-oriented, resourceful, and comfortable managing complex workflows, confidential information, and high-level stakeholder relationships. This role is central to ensuring operational excellence, fostering collaboration, and driving forward the priorities of Annual Giving.

Requirements

Bachelor's degree and 2-3 years relevant experience or equivalent combination of education and experience is required.
Exceptional technical skills, including proficiency in Microsoft Office 365 Suite (Word, Excel, PowerPoint, Teams) and ability to learn and apply new technologies and applications as needed.
Excellent communication skills, both written and verbal.
Strong attention to detail and ability to maintain accuracy and confidentiality.
Self-motivated and able to take initiative.
Ability to work independently and as part of a team.
Ability to thrive in a fast-paced environment and manage multiple priorities.

Nice To Haves

Knowledge of higher education sectors and/or international experience such as living, working, or studying abroad is preferred
Sensitivity to the cultural values of Penn’s diverse international community and ability to work effectively across languages, time zones, and customs.

Responsibilities

Provide high-level, prioritized support to the AVP for Annual Giving, serving as a trusted partner in managing complex administrative and operational needs. The Program Coordinator’s external work, including answering phone calls, greeting key visitors, arranging donor meetings, preparing, and following up.
Manage strategic calendar and meeting coordination, and engage with key stakeholders including alumni, donors, and campus leadership.
Prepare donor and prospect materials, including customized correspondence, briefing documents, and talking points.
Handle confidential and sensitive information with discretion; compile and analyze data; manage electronic records and databases; ensure accuracy and professionalism in all communications.
Oversee day-to-day office operations, including logistics, resource management, and internal processes to support a high-functioning team environment.
Facilitate enhanced coordination across Annual Giving teams and other departments to promote alignment and collaborative execution of initiatives.
Manage and monitor the full Annual Giving budget—including School and Center Annual Giving, The Penn Fund, and the AVP of Annual Giving budgets—with forecasting, expenditure tracking, and strategic financial insights.
Provide comprehensive financial management and strategic budget oversight in partnership with the AVP for Annual Giving, including purchasing, procurement, reconciliation of expenses, and maintenance of purchasing cards and petty cash.
Oversee journal transfers, monitor expenditures across accounting systems, and ensure compliance with university financial policies.
Support month-end and year-end financial reporting to ensure alignment with DAR financial strategies.
Serve as the strategic liaison to The Penn Fund Executive Board, managing committee structures, tracking initiatives, and facilitating high-level communications.
Cultivate relationships with board members, prepare meeting materials, coordinate follow-ups, and drive accountability across board-led efforts.
Support planning and execution of Office of Annual Giving retreats, meetings, events, and other special projects.
Perform other duties as assigned.

Benefits

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.
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.
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.
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.
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.
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.
Penn provides an array of resources to help you advance yourself personally and professionally.
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.
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 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 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.
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.