When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.
The Coordinator for Philanthropy External Relations (ER) provides high-level administrative and project support to the leader of the External Relations function and the broader team. Key responsibilities include calendar management, expense processing, preparation of agendas, presentations, and briefings, as well as note-taking and follow-up from meetings. This role serves as a central member of the ER team, supporting colleagues through the coordination of small cultivation events, project management and tracking, and metrics reporting. The Coordinator also assists with the administration and project management of the Transformational Gifts team and collaborates across teams to ensure alignment on key External Relations initiatives.Job Description:
Primary Responsibilities:
1. Handles all scheduling and work with meeting space, food services, sometimes with large numbers of participants. Prepares meeting materials. Reserves meeting locations and equipment. Prepares meeting agenda and other materials. Prepares travel arrangements as needed. Records and distributes meeting notes. (essential)
2. Answers telephone, takes accurate messages or directs call to appropriate person. Handles written communication with internal and external parties, maintains files. Greets and directs patients/families, visitors and staff. Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority. (essential)
3. Coordinate with Philanthropy Central Services teams for data requests, prospect research, gift acknowledgment and stewardship activities. (essential)
4. Provides general administrative support to the Philanthropy Office when needed at the discretion of the hiring manager (essential)
5. May perform research as needed and regular screenings of prospect lists. (essential)
6. May represent the office and the hospital at events when needed (essential)
7. Assists with Philanthropy database requests through Mojo, including new record creation, prospect visits, contact reports, moves management, and proposal data. May be responsible for running weekly metric reports for Director of Philanthropy. (essential)
8. Coordinates invitation production, mailing, and response tracking, coordinates the flow of information regarding events, which may include small dinners, galas, golf tournaments, and other cultivation events within the Philanthropy Office, performs administrative and other responsibilities as needed, and travels as necessary to events. (essential)
Required Qualifications:
1. Bachelor's degree required.
2. 1-3 years related work experience required.
3. Ability to travel, occasional evening and weekend work, and to adjust to other needs of the department.
4. Individual judgment and knowledge of fundraising strategy is essential.
5. Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
Competencies:
1. Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
2. Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
3. Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
4. Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
5. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
6. Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
7. Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
8. Customer Service: Ability to provide a high level of customer service and staff training to meet customer service standards and expectations for the assigned unit(s). Resolves service issues in the assigned unit(s) in a timely and respectful manner.
Social/Environmental Requirements:
1. Work requires close attention to task for work to be accurately completed. Intermittent breaks during the work day do not compromise the work.
2. Work is varied every day and the employee needs to be adaptable to respond to these changes and use independent judgment and manage priorities.
3. No substantial exposure to adverse environmental conditions
4. Health Care Status: NHCW: No patient contact.- Health Care Worker Status may vary by department
Sensory Requirements:
Close work (paperwork, visual examination), Color vision/perception, Visual monotony, Visual clarity > 20 feet, Visual clarity feet, Conversation, Telephone.
Physical Requirements:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally
This job requires frequent sitting, Keyboard use. There may be occasional walking, standing.
Pay Range:
$50,000.00 USD - $70,000.00 USDThe pay range listed for this position is the annual base salary range the organization reasonably and in good faith expects to pay for this position at this time. Actual compensation is determined based on several factors, that may include seniority, education, training, relevant experience, relevant certifications, geography of work location, job responsibilities, or other applicable factors permissible by law.
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