Administrative Coordinator, Principal Giving - Wharton External Affairs (Hybrid Eligible) - Tenders Global

Administrative Coordinator, Principal Giving – Wharton External Affairs (Hybrid Eligible)

University of Pennsylvania

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn’s vaccine requirements, visit the Penn COVID-19 Response website for the latest information. 

Posted Job Title

Administrative Coordinator, Principal Giving – Wharton External Affairs (Hybrid Eligible)

Job Profile Title

Administrative Coordinator

Job Description Summary

Wharton External Affairs engages alumni and friends in meaningful, lifelong relationships with the School, sustaining and strengthening a culture of giving that creates positive impact among students and communities worldwide. Four distinct teams within External Affairs – Operations, Development, Alumni Relations, and Communications – work collaboratively across the School and the University to secure philanthropic commitments that empower teaching and learning, research, and dynamic programs that comprise a leading global business education. Wharton celebrates diversity, equity, inclusion, and belonging among its esteemed students, faculty, staff, and alumni.

Job Description

The position provides high level administrative support for the Senior Managing Director, Principal Giving. In addition, they will work closely with the Director of Board Relations and the Senior Associate Director of Principal Giving.  The successful candidate must be able to collaborate and manage multiple projects with simultaneous deadlines, as well as work as a member of the development team and the larger administrative coordinator team across External Affairs. Responsibilities include, but are not limited to: carefully managing, scheduling, and organizing the Senior Managing Directors schedule and interaction with faculty, senior administrators, alumni, donors/ prospects, volunteers, and others; coordinating complex travel arrangements – both domestic and international; drafting correspondence; and aid in budget tracking. Included in confidential, ongoing cross divisional projects including back up support for Dean’s travel on behalf of External Affairs. Poise, maturity and excellent judgment are required for this position, as well as a high attention to detail.

Job Responsibilities

  • Provide core Administrative Support to the Senior Managing Director, Principal Giving.
  • Manage, plan, and schedule meetings with internal and external parties. Serve as a representative for VIP visits and events.
  • Support all aspects of the donor cycle- from engagement to stewardship. This includes report and proposal review, drafting correspondence (thank you, acknowledgement, memos and other assignments).
  • Assist in the management of top prospects and volunteers.
  • Ensure that the team are prepared with appropriate background material for meetings, events, appointments
  • Effectively and efficiently manage directors time, arrange complex travel, reimbursements, and preparatory materials.
  • Provide assistance to the Director of Board Relations and Senior Associate Director of Principal Giving on specific projects, including board directory, board website updates, meeting minute distribution, and other cross divisional projects.
  • Maintain and update record of external activity and strategy (on behalf of the directors) in University databases with information necessary for tracking, cultivating and soliciting potential donors. Ability to query reports.
  • Aid in timely stewardship of assigned prospects, which includes reviewing daily gift logs.
  • Track the Principal Giving/Board Relations budget. This includes purchases and reimbursements. Review monthly financial statements.
  • Have a working knowledge of projects and deadlines and help ensure completion.
  • Other duties and responsibilities as assigned.


High school diploma required, bachelor’s degree preferred; 5 to 7 years of relevant experience, or equivalent combination of education and experience. Excellent decision-making and ability to work independently with limited supervision. Expertly skilled in office procedures. Demonstrated ability to manage multiple projects and presentations simultaneously under tight deadlines required. Highly competent with computer software: Microsoft Office (word processing, spreadsheet, power point) and relational databases knowledge required. Excellent written, organizational and oral communication skills required. Must have the ability to handle sensitive material and information confidentially. Maturity, poise, judgment, positive outlook, and professionalism are essential. Have the ability to work as a team player and help provide support during events and/or activities when necessary. Development experience preferred.

Required documents

Cover letter and Resume

Job Location – City, State

Philadelphia, Pennsylvania

Hybrid Eligible – This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / School

Wharton School

Pay Range

$20.45 – $30.82

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. 

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.

University Benefits

  • Health, Life, and Flexible Spending Accounts: 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.

  • Tuition: 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.

  • Retirement: 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.

  • Time Away from Work: 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.

  • Long-Term Care Insurance: 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.

  • Wellness and Work-life Resources: 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.

  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

  • University Resources: 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.

  • Discounts and Special Services: 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 Hours: 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 Home Ownership Services: 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.

  • Adoption Assistance: 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.

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