Friends Program Coordinator

Job Details

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Job ID:
31105

Location:
450 Brookline Ave, Boston, MA 02215

Category:
Administration Support/Customer Service

Employment Type:
Full time

Work Location:
Onsite:Up to 1 day remote/wk

Overview

The Friends of Dana-Farber are seeking a driven, organized, and passionate professional seeking to directly impact the fundraising efforts and endeavors of our group. The Friends of Dana-Farber donate every dollar raised to specific research and patient care programs of the institute. This opportunity provides exposure to all aspects of donor and volunteer stewardship, as well as fund management. 

Reporting to the Program Director of the Friends of Dana-Farber, the Program Coordinator serves as the Friends’ initial welcoming face and ambassador for the Friends office, helping create donor trust and strengthen relationships. The role also serves as the department administrator and provides administrative support to the Program Director, Board members, and general membership of the Friends of DFCI. Daily activities consist of responding to calls and requests from volunteers and supporters, maintaining solid relationships with volunteers and donors, processing donations, creating and streamlining event management systems/reports, planning and executing Friends’ patient services programs (e.g., gift bags, holiday programs) in partnership with volunteers, and supporting the Program Director and Board in their responsibilities and priorities. 

Responsibilities

Bookkeeping/Database Administration (30% of weekly effort)

  • Process donations and payments daily, accurately track revenue and expenses in QuickBooks and donor information in Salesforce
  • Produce financial reports and distribute to appropriate Board members/volunteers
  • Work closely with Program Director, Treasurer and auditing firm to ensure accurate and efficient financial tracking and statements; respond to all auditor requests promptly during annual audit and throughout the year
  • Reconcile accounts and track investment activity monthly; respond to all banking/investment requests promptly
  • Wholly manage Friends’ database of donors and supporters (15,000+ records); build and run complex custom reports as scheduled and when requested
  • Prepare and mail acknowledgement letters to donors and honorees
  • Coordinate with other Dana-Farber departments (Philanthropy, Communications) to provide requested information/mailing lists

Donor/Volunteer Stewardship (25% of weekly effort)

  • Act as the primary face/ambassador for the Friends office, helping create donor trust and strengthen relationships
  • Work with Program Director to ensure donors are appropriately stewarded and Friends’ financial goals are achieved
  • Respond promptly to calls, emails and requests from Friends Board members, donors, volunteers, corporate contacts, sponsors and general inquiries
  • Follow up appropriately with each donor and assess when situation merits supervisory assistance
  • Schedule donor/volunteer meetings and reserve meeting space
  • Work with Program Director to identify/analyze donor/gift/event trends and build data-based stewardship strategies
  • Ensure volunteers and supporters are informed and engaged with Friends through monthly e-newsletter (planning, writing, formatting, distributing) and other communications
  • Build strong professional relationships with volunteers and donors; ensure their confidence in the Friends office staff and processes
  • Work with Special Funds chair to ensure donor-restricted funds are distributed in a timely and appropriate manner, respectful of donor intent

 

Patient Services Program Support (10% of weekly effort)

  • Partner with Patient Services Vice-Presidents and Committee to plan, staff and execute all patient services activities
  • Create annual plan and budget for patient gift bags, order supplies, coordinate volunteer prep nights and monthly deliveries to patients
  • Create timeline and structure for holiday programs (Institute decorations, performances, other activities); plan for volunteer needs, recruit volunteers and performance groups, coordinate activities day-of
  • Support Art Administrator and Committee as required

 

Friends Grants (10% of weekly effort)

  • Create/update Friends Grant application materials annually
  • Coordinate DFCI advisor and Board member application reviews
  • Plan all-day allocations meeting for Board and ensure DFCI advisor participation
  • Carefully track funds for Board allocation to grants throughout the year
  • Work with DFCI Finance/Special Funds to distribute funds annually
  • Follow-up with grant recipients and ensure accurate and timely grant project and financial reporting to the Board

Special Events (10% of weekly effort)

  • Support and participate in volunteer fundraising committees to plan and execute annual program of special events
  • Create and streamline event management systems; e.g., timelines, mailing lists, RSVP/registration lists, donation lists, auction items, printed and electronic materials, revenue/expense reports
  • Assist with setup and logistics at Friends’ activities and signature events; attend, work, and provide support at all internal events as well as at third-party (external) events, if requested
  • Recruit and manage event volunteers; plan shifts, create job descriptions, provide training, ensure adequate support

Office Management (10% of weekly effort)

  • Monitor all phone calls, voicemails, and emails to Friends office; respond quickly or pass along to appropriate staff member
  • Provide administrative support to the Program Director and Friends’ Board; e.g., coordinate meeting materials, reports, mailings and meeting rooms, manage calendar and meeting requests, reconcile monthly budget and purchases
  • Assist with annual allocations process; e.g., distribute Request for Proposals, print and distribute Board packets, track applications and progress reports, assist with financial planning
  • Ensure adequate supplies for office and special events
  • Organize and maintain office filing systems (electronic and hard-copy)
  • Create and manage printing of Friends calendar and membership directory

Other Projects (5% of weekly effort)

  • Manage office/fundraising intern program and all office volunteers; plan shifts, prepare activities and space, interview, and supervise)
  • Work with notecard sales volunteers and Board to produce and sell Friends all-occasion cards; maintain Etsy sales site and coordinate phone/email sales and bulk/wholesale orders
  • Coordinate gift transfers, event dates, memorial notifications, etc. with Philanthropy Department
  • Coordinate with Communications Department for volunteer and other features; track internal and external media mentions
  • Maintain a solid working knowledge of the Friends of Dana-Farber membership, mission and activities

Qualifications

  • 3 years of administrative, database management, customer service, and/or fundraising experience required.
  • Associate degree and/or administrative training degree required. Bachelor’s degree is preferred. 
  • Experience using accounting software preferred.
  • Excellent analytical skills and attention to detail
  • Excellent verbal and written communications and customer service skills
  • Superior organizational skills with the ability to manage a variety of projects
  • Ability to interact with Friends’ Board members, donors and volunteers with poise, discretion and while exercising a high degree of confidentiality
  • Ability to successfully work independently in a quiet environment most of the time and as part of a team in a sometimes-hectic environment
  • Strong computer skills including Microsoft Office (especially Excel) and donor database(s)
  • Ability to quickly learn new computer applications (such as QuickBooks)
  • Ability to independently make decisions on day-to-day tasks and exercise good judgement
  • Self-motivated with a drive to create efficiencies

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