Senior Assistant, Annual Giving

Job Details

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Job ID:
29978

Location:
10 Brookline Place West, Brookline, MA 02445

Category:
Development/Fundraising

Employment Type:
Full time

Work Location:
PTL Remote: 2-3 days remote/wk

Overview

This position is considered partially remote, with 2-3 days 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: 

The Senior Assistant oversees overall department and administrative projects within Annual Giving and supports the Assistant Vice President of Annual Giving and the Senior Director of Annual Giving. This position also provides support for the Trustee Annual Fund, coordinates budget and supplies, responds to inquiries from donors, assists with donation processing and production of acknowledgement letters, participates in prospect management, and coordinates activity for the Annual Giving Prospect Management team. This position participates in overall annual giving activities as needed and serves as a leader and resource for other administrative staff in Annual Giving. 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 pursuing an ambitious, multi-year fundraising effort to change the future of cancer research and care: The Dana-Farber Campaign. This $2 billion campaign is the largest in the Institute’s history and one of the largest ever in the U.S. focused solely on cancer. Philanthropy raised through The Dana-Farber Campaign will accelerate the Institute’s strategic priorities by supporting revolutionary science, extraordinary care, exceptional expertise, and essential opportunities—helping us prevent, treat, and Defy Cancer.

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.

Responsibilities

PRIMARY DUTIES AND RESPONSIBILITIES:

Prospect Management

Work with the Senior Director of Annual Giving to manage a prospect pool of donors who have been determined to have the ability to make leadership annual gifts and oversee projects for the prospect management team:

  • Compile materials for donor visits and outreach
  • Assist in drafting tailored donor correspondence and proposals
  • Generate call report templates, distribute call reports, and input next steps
  • Update donor database and report progress toward personal solicitation goals, including
    donor visits and contacts
  • Review gifts from assigned prospects and update donor activity in gift opportunity module in fundraising database
  • Serve as liaison and coordinate with Information Systems staff to produce and update donor database and related reports as needed
  • Coordinate with research department to provide updated contact and donor profile information
  • Participate in visits, asks, and stewardship of Annual Giving donors
  • Assist with other prospect management projects as needed

Overall Annual Giving Office Management

Participate in the overall management of the Annual Giving department:

  • Oversee Annual Giving budget. Manage departmental billing; review departmental budget, manage monthly expense reports, process expenses, open purchase orders, submit invoices, review quarterly reports, and reconcile procurement card transactions.
  • Submit documentation and deposit gifts from donors for processing
  • Order and maintain inventory of department supplies and stationery
  • Work with the Assistant Vice President of Annual Giving to coordinate weekly and monthly staff meetings and generate meeting materials
  • Lead Annual Giving Assistant group, hold Assistant meetings, and provide training to assistants and other staff members as needed
  • Supervise/coordinate interns and temporary workers and assist in preparation of their work as needed
  • Create, maintain, and distribute organizational and management tools for the department, including staff resource documents, honor roll lists, staff coverage calendars, departmental reports, etc.
  • Oversee Annual Giving phone/email coverage calendar; develop and distribute coverage plans; provide AG phone/email coverage 1-2 times per week
  • Assist with other office management projects as needed

Coordinate Projects and Administrative Activity for the Assistant Vice President and Senior Director of Annual Giving

  • Participate in ad-hoc special projects and donor outreach efforts.
  • Assist in design and production of written materials such as solicitations, acknowledgements, proposals, invitations to events. Proofread/edit written materials.
  • Manage correspondence and calendar
  • Produce stock, wire, IRA, and mutual fund acknowledgement letters
  • Assist the Assistant Vice President of Annual Giving and Senior Director as needed.

Trustee Annual Fund

Work with the Assistant Vice President of Annual Giving and Director, Special Programs to execute the fiscal year plan for the Trustee Annual Fund (TAF) in order to achieve revenue goals:

  • Produce personalized solicitations and acknowledgement letters for the Trustee Annual Fund and assist in setting individual strategies
  • Generate solicitation lists for various Trustee Annual Fund appeals throughout the year
  • Coordinate Trustee phone efforts and other volunteer activities
  • Conduct Trustee Annual Fund statistical analysis and generate reports, including monthly statistics and donor lists to be included in Trustee e-Newsletter
  • Communicate with Trustee leadership, Annual Giving chairs and the Assistants to Trustee leadership, to coordinate planning, schedule meetings, etc
  • Oversee the processing of Trustee Annual Fund gifts and tracking in ClearView, including depositing and documentation of gifts
  • Update donor database with Trustee Annual Fund outreach activity and gift information; maintain TAF opportunities and actions for each fiscal year.
  • Communicate with Trustees about their annual giving, handle inquiries; follow up on giving as needed.
  • Participate in other TAF activities as needed.

 

Division Support

Support the team and Division as needed in reaching goals:

  • Assist with coordination of donor gatherings, events, and meetings.
  • Assist with Annual Giving special program, prospect management, and direct marketing projects and mailings during peak season.
  • Oversee general organizational procedures, including staff lists, supply and stationary organization, staff meeting planning, storage planning, and other procedures as needed.
  • Respond to calls and visits from donors, prospective donors, volunteers and sponsors. Determine priority of the situation. Suggest response and refer to/inform supervisor as appropriate.
  • Process checks and gifts of securities as needed, in coordination with Donor Services and office protocols.
  • Assist with front desk coverage as needed.
  • Participate as needed in Division of Philanthropy team efforts including solicitation strategy teams for key prospects and internal planning efforts. Ad-hoc projects. Other responsibilities as assigned.

SUPERVISORY RESPONSIBILITIES:

Reports to the Assistant Vice President of Annual Giving and the Senior Director of Annual Giving. This position may have supervisory responsibilities of interns/temps, and will seek major decision-making authority from direct supervisors. Independent decision-making on day-to-day tasks and good judgment is required for dealing with Institute donors, trustees, and senior staff and confidential information.

Qualifications

MINIMUM JOB QUALIFICATIONS:

Associate degree and/or administrative training degree required. As this level position is often considered a “base” for someone pursuing a career in Philanthropy, a Bachelor’s degree is preferred. 1-3 years of administrative experience.

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Positive and self-starting attitude; ability to work independently as well as part of a team. Excellent communications skills (both written and verbal) are necessary. Strong attention to detail.  Excellent computer skills and competency in Microsoft Office Suite products, especially Word, Excel, Teams, SharePoint, and PowerPoint.  Strong problem solving and reasoning skills. Ability to work in a fast-paced environment and meet strict deadlines and bottom-line goals.  Superior organizational skills and ability to manage a variety of projects are key. Ability to work with a variety of constituencies, including donors, volunteers, Trustees and DFCI staff. High degree of confidentiality must always be exercised.

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:

Remote work flexibility (working remotely with up to 2-3 days in the office each week). Some weekend and evening overtime is required during peak times.

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 10 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  (https://careers.dana-farber.org/division-of-philanthropy.html) about working in the Division of Philanthropy and view all open positions.

At Dana-Farber Cancer Institute, we work every day to create an innovative, caring, and inclusive environment where every patient, family, and staff member feels they belong.  As relentless as we are in our mission to reduce the burden of cancer for all, we are equally committed to diversifying our faculty and staff.  Cancer knows no boundaries and when it comes to hiring the most dedicated and diverse professionals, neither do we. If working in this kind of organization inspires you, we encourage you to apply.

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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