Job Details

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
Program Coordinator, Annual Giving

Job Profile Title
Coordinator, Program

Job Description Summary
The Office of Annual Giving is seeking a highly skilled and proactive Program Coordinator to provide strategic support to the Assistant Vice President (AVP) for Annual Giving and play a key role in advancing the team's mission. This position offers a unique opportunity to contribute to high-impact fundraising initiatives through executive-level administrative support, comprehensive budget and financial management, board engagement, and cross-team coordination. The ideal candidate will be detail-oriented, resourceful, and comfortable managing complex workflows, confidential information, and high-level stakeholder relationships. This role is central to ensuring operational excellence, fostering collaboration, and driving forward the priorities of Annual Giving.

Job Description

Job Responsibilities

Under limited supervision, the Program Coordinator must be able to exercise judgment and initiative in carrying out tasks and projects. The Program Coordinator will handle complex and confidential materials and must be able to manage multiple priorities in a fast-paced intercultural environment.

• Provide high-level, prioritized support to the AVP for Annual Giving, serving as a trusted partner in managing complex administrative and operational needs.
• The Program Coordinator's external work, including answering phone calls, greeting key visitors, arranging donor meetings, preparing, and following up.
• Manage strategic calendar and meeting coordination, and engage with key stakeholders including alumni, donors, and campus leadership.
• Prepare donor and prospect materials, including customized correspondence, briefing documents, and talking points.
• Handle confidential and sensitive information with discretion; compile and analyze data; manage electronic records and databases; ensure accuracy and professionalism in all communications.
• Oversee day-to-day office operations, including logistics, resource management, and internal processes to support a high-functioning team environment.
• Facilitate enhanced coordination across Annual Giving teams and other departments to promote alignment and collaborative execution of initiatives.
• Manage and monitor the full Annual Giving budget-including School and Center Annual Giving, The Penn Fund, and the AVP of Annual Giving budgets-with forecasting, expenditure tracking, and strategic financial insights.
• Provide comprehensive financial management and strategic budget oversight in partnership with the AVP for Annual Giving, including purchasing, procurement, reconciliation of expenses, and maintenance of purchasing cards and petty cash.
• Oversee journal transfers, monitor expenditures across accounting systems, and ensure compliance with university financial policies.
• Support month-end and year-end financial reporting to ensure alignment with DAR financial strategies.
• Serve as the strategic liaison to The Penn Fund Executive Board, managing committee structures, tracking initiatives, and facilitating high-level communications.
• Cultivate relationships with board members, prepare meeting materials, coordinate follow-ups, and drive accountability across board-led efforts.
• Support planning and execution of Office of Annual Giving retreats, meetings, events, and other special projects.
• Perform 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:

• Bachelor's degree and 2-3 years relevant experience or equivalent combination of education and experience is required.
• Knowledge of higher education sectors and/or international experience such as living, working, or studying abroad is preferred
• Sensitivity to the cultural values of Penn's diverse international community and ability to work effectively across languages, time zones, and customs.
• Exceptional technical skills, including proficiency in Microsoft Office 365 Suite (Word, Excel, PowerPoint, Teams) and ability to learn and apply new technologies and applications as needed.
• Excellent communication skills, both written and verbal.
• Strong attention to detail and ability to maintain accuracy and confidentiality.
• Self-motivated and able to take initiative.
• Ability to work independently and as part of a team.
• Ability to thrive in a fast-paced environment and manage multiple priorities.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Development and Alumni Relations

Pay Range
$23.80 - $33.66 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.
  

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