Job Description

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 Director Penn Spectrum Programs

Job Profile Title

Alumni Officer AReporting to the Director of Penn Spectrum Programs. Working independently, perform duties requiring considerable judgment and initiative related to the support of alumni who identify as members of any of the following communities: Persons of African descent, Asian/Pacific Islander descent, Latinx/Hispanic descent, LGBTQIA+ self- identification, Native American descent, and Indigenous peoples; and Alumni Relations Shared Interest Groups.

The Assistant Director of Alumni Relations for Penn Spectrum Programs plans, designs, and implements a series of programs, events and communications which involve and engage the aforementioned alumni populations with special emphasis on leadership groups and shared interest groups.

The Assistant Director identifies, recruits, and provides staff service to alumni volunteers and serves as the administrative liaison between alumni, Association of Latino Alumni(ALA), Association of Native Alumni(ANA), The Black Alumni Society(BAS), University of Pennsylvania’s Asian Alumni Network(UPANN), and The Penn Lesbian Gay Bisexual Transgender Alumni Association(PennGALA), and various campus departments and offices related to serving the constituency populations of the Penn Spectrum Programs team. The Assistant Director also assists other Alumni Relations programs, including but not limited to yPenn and Penn Traditions, with identifying alumni and students from diverse backgrounds whose involvement would benefit those programs.

The Assistant Director serves as primary administrative liaison for assigned organizations, as well as assists the team with providing staff service to other constituent groups in conjunction with departmental objectives and priorities.

The Assistant Director serves as secondary support for Penn Spectrum Programs involving the JBS, PLQ, and PennPAC.

Job Responsibilities

• Plan and execute goals for designated alumni populations, including annual Penn Spectrum Programs budgeting and work plans, for both internal and external use;
• Organize, motivate, train and provide service to alumni and volunteers, particularly in designated populations;
• Provide administrative service to assigned Penn Spectrum organizations;
• Work closely with alumni officers and Penn Spectrum (alumni groups) leaders to communicate University objectives and guidelines;
• Assist Penn Spectrum in the design and implementation of self-generated and University-generated alumni and development programs and events;
• Contact, recruit and maintain pipeline of volunteers from Penn Spectrum and targeted Leadership groups to cultivate for general Alumni Relations and Penn volunteer leadership positions;
• Work with the Director in the planning and execution of Penn Spectrum Weekend and other Penn Spectrum programming;
• Compile track and analyze data relevant to measuring effectiveness of programs particularly with respect to attracting diverse groups of alumni;
• Recruit Penn faculty, officials, student leaders and other University administrators to be involved with the design and execution of programs and events for Penn Spectrum;
• Liaise with University personnel -- development and alumni relations staff, the Admissions office, Office of Student Affairs, University Life cultural resource center staff, individual faculty members, administrators, student groups, students, and school and center personnel -- whose work impacts upon the success of Penn Spectrum Programs, the Penn Spectrum groups, and their programs;
• Utilize events, personal visits and other networking tools to identify and recruit alumni volunteers, particularly in the assigned alumni populations, for Alumni Relations programming and other University volunteer efforts as appropriate;
• Take an active role in the communication of news and information to the diverse alumni body by managing Penn Spectrum social media and website content, and through newsletters, electronic communications and listservs, invitations, announcements, and all other information sources by and for alumni;
• Develop and implement communications vehicles for volunteers, keeping them apprised of University and campus decisions and events (Social media and communications) in conjunction with Alumni Relations marketing department;
• Solicit and report feedback to the University from individual alumni and Penn Spectrum Programs leadership in matters concerning alumni relations;
• Create detailed timelines and flow charts for the various programs and events, outlining deployment, deadlines, and revenue/expense budgets;
• Project and manage the fiscal year budget as determined by the Director of Penn Spectrum Programs for Alumni Relations;
• Work with colleagues and vendors (printers, travel agents, hotel personnel, caterers, and other service suppliers) to ensure the success of diverse alumni programs and events undertaken by the University on behalf of Penn Alumni Penn Spectrum;
• Host campus tours for University stakeholders by Alumni request;

Qualifications

• Bachelor of Science and 1 to 2 years of experience or equivalent combination of education and experience is required.
• Three to five years’ experience preferred, in alumni relations, public relations, marketing and/or similar activities.
• Exceptional writing, administrative, and interpersonal skills required. Familiarity with various social media platforms is required.
• Demonstrated knowledge of Word, Excel, Outlook, and various software platforms.
• Desktop publishing experience or experience in publication design/lay-out.
• Project management and supervision of teams for events and initiatives required.
• Knowledge of commonly utilized social platforms and willingness to learn new applications required.
• Must be detail oriented and able to balance multiple projects simultaneously.
• Must be able to organize and motivate people.
• Demonstrated public speaking experience helpful.
• Knowledge of printing and graphics is helpful.
• Must be willing to work evenings and weekends and travel periodically.
• Thorough knowledge of the University and its resources is desirable. Must take initiative and use sound judgment in utilizing resources.
• Experience in serving volunteer organizations preferred.

**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

$50,366.00 - $66,842.50 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, 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 protectedunder 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