General DescriptionThis position provides development-related administrative support to the Director of Development, Institute for Basic Biomedical Sciences and two Associate Directors of Development. This support includes executive-level assistance to the Director of Development; gift processing, reporting, and acknowledgment; coordination of annual giving and stewardship efforts; event planning; portfolio management, and database maintenance. The breadth of activity, number of internal and external partners, and fast pace of the office require a high level of independent thinking, attention to detail, flexibility, advanced computer skills, and excellent interpersonal communication.
Responsibilities: Develop and maintain an expert knowledge of Aladin database as well as a thorough understanding of constituent management, relationship management and development research policies and protocols.
Process, track, and acknowledge all gifts to the IBBS, Institute for Cell Engineering (ICE), and Institute of Genetic Medicine (IGM).
Execute departmental mailings accurately and in a timely manner. This includes, but is not limited to, the departmental gift acknowledgment process, donor communications from the faculty director, special appeals, and event follow-up, utilizing mail merges, personalized letters, e-mails and phone calls, as appropriate.
Assist Plan, execute and support with events for the IBBS/ICE/IGM team including donor visits, professorship installations, advisory council meetings, and a series of cultivation receptions in cities across the country. Events are a multifaceted responsibility that requires working with external vendors, internal partners including the IBBS/ICE/IGM Directors' offices, Basic Sciences marketing and communications office, and FJHM and institutional donor relations and events offices, among others. The Senior Development Coordinator must successfully manage high expectations, multiple demands, and numerous sources of feedback and respond quickly to changing details. This position is responsible for coordinating invitation mailings, tracking all activities and expenses, overseeing the execution of event logistics, and ensuring timely completion of follow-up activity by the fundraising staff and internal partners.
Work with vendors (internal and external) to design and produce communication pieces such as invitations and holiday cards. The Senior Development Coordinator must be able to understand and communicate the 'brand' clearly in these communication pieces.
Serve as primary liaison to the Annual Giving team and spearhead the process of developing and executing annual giving appeals for IBBS, ICE and IGM.
Call unassigned annual gift donors of $250-$999 to thank and qualify for fundraiser assignment.
Serve as primary liaison to the Donor Relations team and spearhead the process of researching, drafting writing and mailing all stewardship report s and other materials to meet institutional requirements and deadlines.
Maintain Aladin database to track fundraising and stewardship actions. Perform research request submissions, enter prospect management action entries, and coordinate biographical and other updates with Development Business Services.
Gather background information to prepare for donor meetings, events, presentations and proposals.
Serve as the "face" of the IBBS/ICE/IGM development team, serving acting as a liaison with donors, leadership, faculty, and staff.
Responsible for resolving issues and answering questions from internal and external constituents, providing guidance, and disseminating information to large audiences.
Identify important goals, objectives, and issues beyond day to day operational knowledge and administrative tasks/activities.
Coordinate office services such as purchasing, record control, reimbursement, office equipment and phones, supplies and other administrative services.
Monitor the office operating budget, reconcile monthly budget transactions, and prepare year-end closing paperwork.
Manage internal office operations including ordering office supplies, other special-order materials, academic leaders, trustees, volunteer leadership, donors, alumni, patients, guests, faculty, department chairs, and administrators.
Triage telephone calls, mail, faxes, electronic and voice mail in an efficient and organized manner. Exercise independent judgment in resolution of administrative problems.
Manage a conflict-free calendar for the Director of Development including the coordination of meetings and conference calls held inside and outside the institution.
Draft and prepare office communications for signature; proofread and edit confidential , sensitive information.
Maintain administrative filing system and institute new filing protocols as needed.
Serve as team expert in office procedures as well as computer software applications.
Supervise temporary staff, student workers, and interns, as needed.
Revise office policy and procedures with the Director of Development when necessary.
Demonstrate high level of proficiency with word processing and spreadsheet software such as Word, Power Point, Excel, and the Internet.
Produce reports (financial and/or fundraising) as required, utilizing Excel, Access, Word, and/or Aladin. Must use independent initiative in using computer programs in an interactive and efficient manner to ensure accuracy and efficient use of time and technology.
Manage travel scheduled for Director of Development and plan travel itineraries (transportation, lodging, etc.) to provide ensure the most efficient use of staff time.
Manage special projects from inception to completion, coordinating with colleagues across the institution as needed.
Advise the fundraising staff on best way to communicate with various offices, developing a robust internal network and utilizing a sophisticated level of understanding and knowledge of the University and internal relationships.