Senior Gift and Record Administrator

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

Senior Gift and Record Administrator

Job Profile Title

Gifts/Records Administrator Senior

Job Description Summary

This position reports to the Assistant Director for Gifts Accounting & Administration and is responsible for daily gift transactions in our system of record Compass. Must ensure the data quality, accuracy, and completeness of all alumni and donor data in Compass and BEN Financials. Must consistently have the highest attention to detail and maintain donor fiduciary requirements; reconcile gift activity and ensure daily quality checks are completed; complete daily gift adjustments; assist with DAR training for monthly gift training; collaborate training material is up to date; work closely with university colleagues across campus; participate in meetings/trainings.

Work closely with DAR staff to establish solid working relationships; organizational skillset and initiative are required for this fast-paced unit. Prepare documentation on policies and procedures related to gift processing; provide internal cross-training with team as needed; serve as subject matter expert for gift processing functions.

Job Description

Job Responsibilities

• Manage daily gift processing responsibilities to ensure timely and accurate deposit and recording of Gift, Credit Card and Pledge contributions to the University. Maintain fiduciary responsibility to donors.
• Works closely with the team and will handle various processing as needed, including daily gift adjustments.
• In coordination with the Assistant Director, ensure all schools, resource centers, and fundraising units adhere to policies and procedures relative to gift processing.
• Act as the department’s primary liaison on all donation concerns.
• Cross train with team; working collaboratively with team members to remain accurate, current and proficient with all procedures and expectations building/maintaining enthusiasm and optimism
• Responsible for identifying enhancements and assisting with testing as needed.
• Perform additional duties as assigned.
• Required to work Alumni Weekend, Winter Break, and when needed Homecoming.
  
  
  

Qualifications

Associate of Science and 5-7 years of related experience or equivalent combinations of education and experience is required.

Must demonstrate the ability to provide excellent customer service to a variety of alumni, development officers and other co-workers, and other professionals. Must be able to manage multiple daily tasks while working quickly, accurately, and independently. Must have a high comfort level with web research and tools.

Experience in data analysis, preferably in development and alumni relations.

Excellent data entry, attention to detail and analysis skills required.

Must demonstrate the ability to provide excellent customer service to a variety of alumni, development officers and other co-workers, and other professionals.

Must be able to manage multiple daily tasks, while working quickly and independently, and meet deadlines.

Ability to work in a collegial and collaborative environment.

Development Experience Preferred.

Salesforce experience preferred.

Knowledge of Business Objects, Access, Word, and Excel software preferred.

Ability to work occasional evenings/weekends as needed. Required to work Alumni Weekend, Winter Break, and when needed Homecoming.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$20.45 - $27.00 Hourly 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

the pay range assigned to the job profile.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements

Background checks may be 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.
  
  
  

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