Stewardship Coordinator

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

Stewardship Coordinator

Job Profile Title

Administrative Coordinator

Job Description Summary

Serve as Stewardship Coordinator for the University of Pennsylvania’s Penn Medicine Development and Alumni Relations (PMDAR) office, supporting the Stewardship Team. The position will be responsible for supporting a stewardship program that complements and enhances donor outreach and stewardship across all service lines of the University of Pennsylvania Health System and the Perelman School of Medicine. This includes coordinating, under the direction of the Director of Stewardship, the letters process for acknowledging gifts to Penn Medicine; writing, proofreading, and copy-editing digital and print collateral for the broader Communications & Stewardship team (e.g., stewardship reports, proposals, one-pagers, patient stories, and vision pieces); coordinating scheduling and printing/mailing of collateral; and executing the timely development review of print and digital content. The role will provide communications and administrative support across PMDAR, including the Abramson Cancer Center (ACC), Alumni Development Alumni Relations (ADAR), Biomedical Research (BMR), Corporate and Foundational Relations (CFR), Health System Annual Giving (HSAG), Planned Giving (PG), Leadership and Strategic Initiatives (LSI), and University of Pennsylvania Health System (UPHS) Development teams. This position is an opportunity to build writing and design skills, and the right candidate will need to exercise judgment, initiative, and discretion in carrying out project-related duties for their supervisor and development staff. Will handle complex and highly confidential materials. Must have the ability to meet deadlines in a goal-oriented environment and have excellent organizational skills.

Job Description

Specific Responsibilities:

Reports to the Director of Stewardship and supports the larger PMDAR Communications and Stewardship Team.

Under the direction of the Director, coordinate the acknowledgement process for PMDAR gifts – from drafting personalized correspondence for Penn Medicine leadership , (including but not limited to: the Dean & Executive Vice President; the CEO of the University of Pennsylvania Health System; the Director of the Abramson Cancer Center; the Senior Vice Dean for Medical Education; and the Chief Scientific Officer) to preparing letters and working with leadership offices for sending, and uploading correspondence to the University’s donor database.   

Maintain superlative writing, copy editing, and proofreading skills; and contribute to and manage development, completion and delivery of key stewardship deliverables.

Contribute to administrative support for PMDAR Stewardship team including meeting scheduling and preparations; printing and mailing letters, stewardship reports, and other materials; and serving as the point person for stewardship data entry and managing and maintaining confidential files, records, and databases.

Coordinate financial/budgetary needs including reconciling paid events, setting up purchase orders and vendor approvals, processing invoices for reimbursement of professional development and general travel needs.

Performs other duties as assigned.

**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:

High School Diploma and 5-7 years administrative and/or project management experience or equivalent combination of education and experience required. Bachelor Degree preferred. 

Excellent interpersonal communication skills, strong organizational skills, talent for creative problem solving, and an ability to manage multiple tasks and projects under deadline.

Knowledge of best practices in organizing data and preparing data analysis, utilizing Microsoft Office and Adobe Creative Suite Software Suites, with particular strengths in excel, powerpoint, and other templates.

Ability to learn new design and publication software programs used by the University of Pennsylvania and PMDAR.

Ability to handle complex and highly confidential materials.

The incumbent works on a daily basis with and through senior institutional officers, trustees and volunteers, administrators, faculty, grateful patients, and development/alumni affairs/ public affairs colleagues, and must have experience, judgment, and communications skills commensurate therewith.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$20.45 - $21.25 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 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