Assistant, Jimmy Fund Golf

Job Details

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Job ID:
25609

Location:
10 Brookline Place West, Brookline, MA 02445

Category:
Development/Fundraising

Employment Type:
Full time

Work Location:
Full Remote: 4-5 days remote/wk

Overview

Effective Monday, September 13th, this position is considered remote, up to 1 day in the office at 10 Brookline Place, Brookline, MA each week. DFCI guidelines state that employees must reside in Massachusetts, New Hampshire, or Rhode Island.

GENERAL SUMMARY: 

Jimmy Fund Golf is the oldest and largest organized charity golf program in the nation. The program supports over 160 annual volunteer-run golf tournaments around the country. Jimmy Fund Golf events collectively raise over $8 million for groundbreaking research and care at Dana-Farber Cancer Institute annually. Jimmy Fund Golf stands alone as a comprehensive example of the good that can be achieved by hundreds of volunteer tournament organizers and thousands of golfers who are united in their desire to connect their love for the game of golf to a higher cause - funding cancer care and research. For more information about Jimmy Fund Golf, please visit www.jimmyfundgolf.org.

The Jimmy Fund Golf Assistant position is responsible for helping the program and the entire Division achieve their revenue goals by assisting a portfolio of volunteer-run events and consulting with them on fundraising best practices and event logistics. This position is responsible for providing administrative support to an Associate Director and the Senior Assistant Director of Jimmy Fund Golf (JFG). The assistant will also work on the management of the JFG budget, merchandise program, and event equipment/credit card processing systems, as well as provide support on program sponsor logistics. Responsible for assisting the entire Division with reaching financial goals.

Embody Dana-Farber’s Core Values: Impact; Excellence; Compassion & Respect; and Discovery every day. Add value to the Dana-Farber community by seeking opportunities to collaborate across the Institute.  Foster an ethical, positive, results-oriented culture founded on open communication. 

Dana-Farber is currently in the largest and most ambitious fundraising effort in the Institute’s history – The Dana-Farber Campaign | Defy Cancer. Launched publicly in May 2021, the goal of the $2 billion campaign is to defy cancer at every turn and harness new techniques and technologies to prevent, treat, and defy cancer, resulting in more lives saved, more families intact, more dreams realized. The comprehensive campaign is coordinated around four pillars that build on our strengths and will accelerate our progress – Revolutionary Science, Extraordinary Care, and Exceptional Expertise – as well as the mission critical flexible funds that will allow us to change the face of cancer forever.

 

APPLICATION REQUIREMENTS: 

Resume and cover letter required with application submission.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Requirements

Administrative Support:

  • Manage calendar/schedule and prepare expense reports for Associate Director and Senior Assistant Director.
  • Track donor visits/meetings, complete call reports following donor visits and update contact records for Associate Director and Senior Assistant Director in ClearView and the online event management system (EMS).
  • Manage purchasing card reconciliation statements for the Assistant Vice President (AVP), both Associate Directors, and the Senior Assistant Director.
  • Assist with revenue processing and reporting.
  • Assist with the creation of acknowledgement letters and correspondence with donors.
  • Primary coverage of JFG staff phones and JFG general phone line (in conjunction with intern and senior assistant).
  • Provide back-up to the Senior Assistant on administrative duties when required.
  • Keep Inclusion, Diversity, and Equity (I,D,&E) guidelines at the forefront of daily work to foster building an inclusive team & work environment, engage diverse event supporters and tell an inclusive story. 

Event Support:

  • Provide logistical support at internally run and third-party run golf events.
    • Assist senior staff with administrative support for larger tournaments.
    • Assist with operational tasks for Jimmy Fund Golf’s internally run events and stewardship events as assigned.
    • Attend select Jimmy Fund Golf tournaments to assist with event day logistics and activities as needed.

Golf Program Budget:

  • Reconcile JFG program budget against the Fiscal department’s budget reports each month and send re-allocation requests as necessary.
  • Submit invoices and purchase orders through the system (PeopleSoft) for approvals. Manage payments to ensure invoices are paid in a timely manner.
  • Serve as main contact with Accounts Payable and Purchasing departments.
  • Meet monthly with the AVP to review budget reports.
  • Prepare monthly expense reports for AVP.

Corporate Relations/Sponsorship Support Assistance:

  • Assist Associate Director & Officer with logistical and stewardship relationship management of JFG sponsors.
  • Support sponsor sales efforts and collaborate with the Corporate Partnerships (CP) department.
    • Assist in creating sponsorship packages/proposals.
    • Work with Philanthropy Communications department to update marketing materials and impression counts annually for sponsorship packages/proposals.
    • Provide summary info about JFG (# of golfers, dates, locations, etc.) for proposals.
    • Review CP sponsor proposals for accuracy.
    • Assist CP with creation of sponsor contracts and sponsor invoices.
  • Assist with ensuring sponsor deliverables are fulfilled by JFG as outlined in contracts.
    • Update the annual benefits matrix.
    • Coordinate sponsor fulfillment on all JFG materials.
      • Approve all JFG collateral/publications containing sponsor logos/names.
      • Ensure JFG website continually maintains up-to-date sponsor recognition.
      • Oversee production and inventory of JFG banners, JFG goody bags, and sponsor signage.
  • Oversee annual JFG tournament director sponsorship survey.

 

JFG Merchandise Program:

  • Assist with JFG merchandise distribution.
    • Attend planning meetings with Officer and Associate Director (as needed).
    • Enter merchandise formulas into EMS with JFG intern.
    • Assist in creation of merchandise letter PDF’s for all tournaments.
    • Update merchandise speaking points and educate JFG staff advocates.
    • Assist with presenting new merchandise formulas, processes, and speaking points to advocates.
  • Manage processes for pickup/shipment of third-party event merchandise at the warehouse.
    • Coordinate tournament merchandise orders with JFG staff advocates.
    • Place shipment orders with off-site warehouse.
    • Act as the main contact with the warehouse staff.
    • Maintain accurate inventories of all merchandise items.
  • Manage shipment of merchandise items stored at the JFG office prior to each tournament.
    • Create/update one-pagers for merchandise items to be used at tournament auctions/drawings.
    • Coordinate shipments in conjunction with shipment of credit card slips to events.
  • Distribute and track Certificates of Intent (COI’s).
    • Work with Fiscal department to carry out processes and policies in the management of COI delivery and redemption.
    • Work with Fiscal to update the COI template annually, if needed.
    • Distribute COI’s in a timely manner to qualifying tournaments.
    • Work with JFG staff advocates to encourage COI collection at the event.
    • Collect COI’s from the prize winners and ensure timely delivery of prizes.
    • Track COI’s in EMS and communicate redemption status to JFG staff advocates on a bi-weekly basis to ensure all COI’s are redeemed.
    • Report fundraising results from COI issued items.
  • Manage tracking and distribution of all tickets/certificates from the JFG office.
  • Manage the organization and accurate inventory of JFG on-site storage facilities.
  • Other support as needed.

Event Equipment and Credit Card Processing

  • Manage all tracking, scheduling, reporting, and resources for JFG staff use of NCR Silver (credit card swiping/processing system) under the direction of Associate Director.
  • Manage tracking and trouble-shooting of JFG’s electronic equipment: laptops, iPads, credit card swipers, wifi hotspots, etc.
  • Manage intern on credit card slip tracking, shipping, and processing.

Other duties as assigned.

 

SUPERVISORY RESPONSIBILITIES:

Reports to Associate Director and Senior Assistant Director. Reports to Assistant Vice President on some operational matters.  Assumes indirect supervision of volunteers and interns.  The position is also programmatic in nature and a considerable amount of autonomy in decision-making and completing work-related tasks is required.

Qualifications

MINIMUM JOB QUALIFICATIONS:

As this level position is often considered a “base” for someone pursuing a career in Philanthropy, a Bachelor’s degree is preferred. 0-2 years of administrative experience preferred.

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Familiarity and comfortability with financial reporting and working with numbers. Strong Excel skills required for this position, along with a strong working knowledge of Microsoft Office. Detail oriented with excellent communication and organizational skills; possess the ability to work well with all DFCI Departments and donor/volunteer constituencies; juggle multiple projects; and work independently in a fast-paced environment.

This position will evaluate current programs and create and execute approved plans to expand and diversify the donors and participants for the events assigned in order to broaden our donor base and create even more inclusive events. Experience with diverse donors is a plus.

PATIENT CONTACT:

No.

 

WORKING CONDITIONS:

This position will work remote with up to 1 day in the office at 10 Brookline Place, Brookline, MA each week. Some travel, attending events as well as off-site volunteer committee meetings on a regular basis. Requires light lifting for event set-up. Weekend and night work is required occasionally.

DIVISION OF PHILANTHROPY INCLUSION, DIVERSITY, & EQUITY COMMITMENT STATEMENT:

We’re stronger together.

In the Division of Philanthropy, we believe in the power of different voices. We encourage authenticity and diversity of every individual within our community. Our collective voices – donors, volunteers, staff, and patients alike – allow us to work together towards a world without cancer. Committed to being a place of inclusivity, belonging, and change, these are our core values. 

DFCI DISCLAIMER:
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.  Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities.  This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

 

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

 

DFCI offers a competitive benefits package including generous healthcare and retirement plans, at minimum 3-weeks’ vacation time in addition to 9 paid holidays, a flexible work environment, and work/life balance. We also provide an array of professional development opportunities.*

*All benefits subject to Institute changes

 

We’re hiring! Learn more about working in the Division of Philanthropy and view all open positions.


Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.

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