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 Large Employers in 2023.

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.

Posted Job Title

Assistant Development Officer, Penn Medicine

Job Profile Title

Assistant Development Officer A

Job Description Summary

The Assistant Development Officer (ADO) serves as an instrumental member of the University of Pennsylvania Health System (UPHS) development team working to advance specified clinical fundraising programs at Penn Medicine. The ADO works in partnership with three Major Gift Officers to plan, coordinate, and implement development efforts for defined areas currently including seven clinical departments and divisions. The ADO serves as a content partner and project manager, taking on writing and design responsibilities for donor and faculty proposals, update reports and communications. The ADO has opportunities to work with clinical directors (almost exclusively Penn Medicine faculty/physicians), senior level administrators, and volunteers to meet funding goals.

Job Description

Specific Responsibilities:

• Stewardship Writing and Project Management. Produce and/or coordinate stewardship reports and activities for donors with communications staff and gift officers including annual reports, thank you and outreach letters, e-communications, and recognition pieces such as plaques and donor listings. This includes writing responsibilities and, when appropriate, support with design and formatting. For larger stewardship reports, and following direction of gift officers, this position will serve as a project manager to ensure deadlines are met.

• Proposal/Solicitation Writing and Coordination. Responsible for drafting of select gift proposals, assisting the gift officers with regard to the drafting of invitation letters, reports, foundation grant applications, and select correspondence. This position also plays a lead role in planning, executing, and reporting on annual appeals and mailings throughout the year.

• Collateral Material Creation. Working alongside their manager and gift officers, this role will be responsible for first drafts of many information pieces, including designing one-pagers, slide decks, and other collateral materials. This role will attend faculty meetings, keep notes and help draft materials to be used for lay-audiences. Creation of these materials are a team effort, and this role plays an integral part of streamlining the process and adhering to timelines.

• Volunteer Involvement. Serve as a key team member managing volunteer Leadership Councils/External Advisory Boards that meet regularly. Working with the gift officers who staff the Councils, provide assistance with the production of materials, faculty speaker preparation, and logistical arrangements as needed. Liaise with colleagues working with Councils across the office to employ best practices.

• Faculty Relations. This role works alongside three gift officers to record notes and action items from meetings with faculty. They will work closely with the administrative and support staff for the faculty to coordinate meetings and enhance relationships. When needed, this role will draft briefing materials for faculty and institutional leadership.

• Donor Relations. Work collaboratively with Penn Medicine gift officers, donor relations, and communications to help ensure that the process of donor acknowledgments by key faculty takes place. Coordinate with donor relations staff to ensure accurate recording of gifts and communication with donors and departments. At times, this role could serve as a contact for gift processing, donor requests, and more.

• Cultivation/Prospect Identification. Work collaboratively with major gifts team to provide support in the identification and cultivation of new prospective donors. This includes managing systems to organize/keep records of identified prospects for day-to-day tasks and in database.

• Prospect Management. Maintain primary responsibility for the tracking and management of gift data including the retrieval of data and production and analysis of reports. Be able to step in as needed by gift officers as point person for specific projects.

• Special Events. Work with the major gift and institutional events team to help plan, staff, and coordinate meetings and special events related to prospect/donor activity as needed.

Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the “Resume/CV” section of the application prior to submitting.

Qualifications:

• Bachelor’s degree and 1-3 years of relevant experience in fast-paced office environment or equivalent combination of education and experience required, preferably in institutional development, with exposure to prospect management, annual giving, major gifts, volunteer management, and stewardship.

• Strong administrative experience and the ability to establish objectives and organize a successful approach to achieving program goals.

• Solid computer skills required: familiarity with prospect management databases, virtual meeting platforms, report writing aptitude, web sites, internet, word processing, etc. Proficiency in preparation of numeric- and text-laden spreadsheets, Microsoft Office Suite (PowerPoint, Excel, etc.)

• Creativity is important to the role as it often requires translating information into templates or formatted documents that are appealing to a donor or program. Graphic design experience is not required, but a familiarity with InDesign, Photoshop or Adobe Creative Suite is strongly encouraged.

• Ability to work independently, as well as collaboratively as part of a goal-oriented team.

• Excellent oral and written communication and interpersonal skills.

• Superior attention to detail and organization skills in an environment where accuracy and timely completion of tasks is critical to maintaining faculty and donor satisfaction.

• Capability to handle complex and highly confidential information.

• Ability to travel both locally and nationally, must be willing to work evenings and weekends for special events/meetings.

• Ability to lift 25 lbs. or less.

  Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$43,919.00 - $60,000.00 Annual Rate

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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  To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

  The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.