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Assistant Director of Communication

Position Overview:

Reporting to the Director of Development for the Penn Libraries, the Assistant Director of Communication is an integral member of the Office, primarily responsible for writing and press for the Office. Working under limited supervision, the Assistant Director of Communication will draft acknowledgments, briefings, proposals, marketing pieces, stewardship reports and other writing assignments as they arise on behalf of the Development Office. The Assistant Director of Communication is also responsible for donor/fundraising web development and management and in collaboration with the Libraries Communications Director and the Special Collections Center this person will create and maintain Development related publications, including the Development aspect of the Penn Libraries newsletter. The Assistant Director of Communication will also serve as project manager for promotional materials, like donor gifts and notecards and calendars.

Specific Responsibilities:

Development and External Affairs Communication and Writing
Primarily responsible for all writing, communication and press for the Office:

  • Draft standard acknowledgement templates based on gift size, gift purpose, and person signing letter, update templates at least annually.
  • Write personalized acknowledgement letters as needed and determined by the office.
  • Draft briefings for prospect visits, solicitations and events.
  • Draft briefings for Board members and other volunteers for peer visits/solicitations.
  • Draft Case Statements/Case for Support materials and ensure that case messages are consistent.
  • Develop individual proposals to major donors in collaboration with frontline fundraising staff.
  • Draft monthly updates to the Libraries Board of Overseers on behalf of the Vice Provost and Director of the Libraries.
  • Write and update Library orientation materials for new Board members.
  • Assist with stewardship reports and letters to key donors.
  • Maintain accurate prospect/donor records and the constituency database, Atlas.
  • Support the Office of the Vice Provost and Director of the Libraries with donor/prospect related writing, including letters, event remarks, briefings and more as needed.
  • Support the annual appeal communication for the office, this includes drafting two annual appeal letters.
  • Working closely with the Libraries Office of Communication, draft marketing/communication to alumni, for example pertaining to access to electronic resources. Serve as the liaison to other offices in the Libraries regarding communication, including a close partnership with the Office of Communication regarding content and board/donor information in Ivy Leaves.
  • Support the Office of Communication on donor Press Releases.
  • Liaison to the Central Developments Communications Office, providing content for campaign communication and other DAR initiatives.
  • Approve articles and letters on behalf of the office, including those written by Central Development.

Web development and management
The Development Office relies on web-presence for stewardship, promotion of events and activities, and for making the case for support. Responsibilities include:

  • Update the existing Development website to be more attractive and user friendly and to concisely articulates the case for supporting the Libraries priorities.
  • Maintain stewardship websites, especially Orrery Society donor profiles and e-book plating.
  • Keep all aspects of the website including event information, Board membership, and contact information, current.
  • Monitor trends in fundraising website designs looking for best practices.
  • Initiate enhancements to the Penn Libraries Development website on an ongoing basis.
  • Maintain Board Intranet site.

Project manager for promotional materials
The Libraries seek to create promotional materials to be used as donor gifts and for sale. This includes items such as notecards, calendars, bookmarks and more based on the Libraries Collections. Working closely with the Special Collections Center staff, Office of Communication and the Universitys Business Services office, develop and oversee the creation and promotion of such materials.

  • In collaboration with other Library offices and the Director of Development work on creating ideas to be used as donor gifts and for sale.
  • Place library related merchandise into appropriate retail venues, including working closely with Business Services to identify vendors.


Bachelors degree with 2-3 years of related or equivalent experience, preferably in fundraising and grant making writing. Previous experience in Libraries and/or higher education desirable. Excellent written and communication skills are essential (writing samples required). Expertise with computers and software packages, Microsoft office suite and web development is required. Must have ability to manage multiple projects in a goal- and deadline-oriented environment, and to work independently and as a strong team player. Should be able to analyze and concisely articulate issues and to work with a diverse group of constituents. Familiarity with Libraries and with fundraising and stewardship cycles, and especially annual giving appeals a plus. Ability to learn the needs and priorities of the Libraries and translate those into written proposals is required to successfully carry out the job. Occasional weekend and evening work required.

Compensation and Benefits:

Salary is competitive and commensurate with experience, and includes a generous benefits package, additional information available at

To Apply:

Potential candidates are invited to submit a letter of application that addresses the needs and qualifications of the position, along with their resume and the names, addresses, and phone numbers of three references who can address the suitability of the candidate for the position described, as well as complete an on-line employment application at

Alternatively, you may search by reference #121133713 at