Job Details

Gifts and Records Coordinator, Penn Medicine

Position Number: 6300233
Location: Philadelphia, PA
Position Type: Development and Fund Raising

Gifts and Records Coordinator, Penn Medicine

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
Gifts and Records Coordinator, Penn Medicine

Job Profile Title
Gifts/Records Administrator

Job Description Summary
Under limited supervision, handle gift processing system operations to ensure accurate recording and reporting of gifts. Produce acknowledgements to donors for Penn Medicine. Produce Notice-of-Contribution correspondence generated by donations made to the Development program. Handle the responsibilities of the front desk of Penn Medicine, including the identification and processing of checks received in the mail for a minimum of three days per week. Support Penn Medicine Fundraisers with gift-related inquiries. Reports to the Manager of Gifts Administration.

Job Description

Job Responsibilities

Responsible for processing the high-volume of gifts received by the Penn Medicine. Responsible for the reparation of lockbox files and gift transactions. Review of gift opportunities and lockbox files submitted for processing for accuracy and completeness. Assist with the processing of IRA rollover and QCD checks. Forward copies of gift documentation to Development Communications as necessary. Reconcile gift transactions with bank deposit; Utilize Development database to retrieve and verify donor and gift information; update donor's bio information when necessary. Ensure adherence to schedules and procedures.
Create acknowledgements for gifts received for Penn Medicine, utilizing the acknowledgement system within the Development database and online acknowledgement system. Produce paper and electronic acknowledgements based on the department's current acknowledgement policy. Proofreads draft letters for accuracy before circulating them to the appropriate staff for approval. Incorporate corrections and produce the final letters. Prepare the signed letters for mailing and update that the acknowledgements have been mailed on the system.
Deal with problematic gifts, make adjustments/reallocations and conduct follow up actions to ensure that donor intent is achieved.
Responsible for gift activity for third -party events that may including cash transfers from other systems (like iModules); reconciling of credit card devices used at the event, and the recording of Gifts-In-Kind.
Assist with Primary Campaign code requests, new fund creates, pledge agreements and identifying bank wires & ACHs.
Research, reconcile, and provide general quality assurance. Assist staff and donors with gift-related questions and concerns.
Creates paper and electronic Notice of Contribution correspondence generated by the gifts received by Penn Medicine, utilizing PMDAR database. Proofread draft letters for accuracy before circulating them to the appropriate staff for approval. Incorporates corrections, produce final letters and distributes letters for signature.
Assist fundraisers with gift research and issue resolution, including credit issues and billing. Process all donations, pledges and adjustments. In addition, this position must handle complex and confidential materials with discretion, and must be able to meet deadlines in a goal-oriented environment.
Responsible for covering the PMDAR reception desk and identifying and processing checks received in the mail for a minimum of three days per week. Answering general office phone line. Responsible for checking and responding to voicemail left of general line. Duties include managing deliveries, simple facility requests, mailing projects,

Qualifications

High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
Some College preferred.
Three to five years of general office experience required. One year in a Development setting is highly desirable.
Knowledge of computers. Word and Excel essential.
Ability to handle complex and highly confidential materials.

Application Requirement

**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.**

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Development and Alumni Relations

Pay Range
$18.99 - $24.52 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, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

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

Equal Employment 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.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/3535-Market/Gifts-and-Records-Coordinator--Penn-Medicine_JR00107235-2