Senior Assistant, Event Fundraising

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: 

The Senior Assistant works to oversee the overall department and administrative needs of Event Fundraising and supports the Assistant Vice President of Event Fundraising and Director of Event Fundraising within the Jimmy Fund. This position participates in event fundraising activities as needed and coordinates overall department needs. 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.

PRIMARY DUTIES AND RESPONSIBILITIES:

Coordinate Projects and Administrative Activity for the Assistant Vice President of Event Fundraising

• Manage Assistant Vice President’s mail and calendar, including travel arrangements and meeting requests;
• Manage the monthly reconciliation of the Assistant Vice President’s, Director’s, and Senior Assistant Director’s credit card;
• Assist in design and production of written materials such as solicitations, acknowledgments, proposals, invitations to events. Proofread/edit written materials;
• Distribute copy materials, answer phones;
• Scan and attach all correspondence to ClearView records;
• Schedule weekly and monthly meetings for staff that report to the Assistant Vice President;
• Participate in ad-hoc special projects.

Overall Event Fundraising Office Management

• Oversee overall Event Fundraising budget and support program budgets.  Assist with fiscal year projections and expense tracking. Manage departmental billing; review departmental budget, manage monthly expense reports, process expenses, and reconcile procurement card transactions;
• Process vendor invoices;
• Order and maintain inventory of department supplies and stationery;
• Respond to calls from volunteers, donors, prospects, staff, as well as general inquiries; evaluate urgency, suggest appropriate response, assess when situation merits supervisory assistance;
• Create/maintain organizational and management systems for the department;
• Create and distribute agendas, briefings, and Call Reports as necessary;
• Developing expert knowledge of management systems and databases including ClearView, Luminate Online, PeopleSoft, and Event Management System;
• Maintain and distribute monthly status reports, meeting notes, agendas, gift revenue, etc. as requested;
• Manage the distribution of and updates for the Event Fundraising monthly calendar;
• Serve as the primary contact for the monthly management of the Division-Wide Calendar, Honor Roll, Trustee and Faculty Involvement, and Weekly Updates;
• Handle all miscellaneous event checks and acknowledgements, working with Donor Services;
• Provide support for front desk and related duties as requested and needed.

Baseball Program Support

• Assists with various aspects of the Jimmy Fund/Red Sox relationship, including tracking ticket donations, assisting in coordination of Fenway Park hospitality spaces, and supporting Red Sox-related fundraising and activities;
• Assist with planning and execution of WEEI/NESN Jimmy Fund Radio-Telethon, Rally Against Cancer, and Fenway Fantasy Day events and logistics;
  • Responsibilities may include event administrative tasks, working with external vendors, drafting acknowledgement letters, writing briefings for Institute leadership, creating fulfillment reports for sponsors, and Third-Party Events.
• Manage portfolio of Radio-Telethon donors, Rally teams, and Little League teams as assigned;

Fundraising Event Support

• Attend, work, and provide support at all internal Event Fundraising as well as at external events, as assigned; responsibilities may include managing auctions, tracking RSVPs and event registration, and volunteer management;
• Assist team members with the execution of internal events; responsibilities may include project planning, working with external vendors, drafting and editing documents, including briefings for Institute leadership;
• Maintain confidentiality regarding donor, volunteer, and patient information;
• Exhibit strong interpersonal relationship management skills in working with various event managers and committees;
• Responsible for assisting the entire department with reaching financial goals;
• Other responsibilities as requested.

SUPERVISORY RESPONSIBILITIES:

Reports to Assistant Vice President and Director of Event Fundraising. This position may have direct supervision of temporary staff and volunteers but will seek major decision-making authority from direct supervisor. However, decision-making on day-to-day tasks and good judgment is required for dealing with Institute donors, trustees, and senior staff and confidential information.

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:

Excellent written and verbal communications skills are necessary with a strong orientation to customer service. Strong attention to detail, organizational skills, and ability to manage a variety of projects are essential. Directed and self-starting attitude with the ability to work independently as well as part of a team required. Solid computer skills and competency in Microsoft Office Suite products is absolutely necessary. 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:

Yes, with Third Party Event managers, patient partners or speakers at events.

WORKING CONDITIONS:

Remote work flexibility (up to one day in the office each week). Requires light lifting for event set-up. Some travel and attending events during evenings and weekends is expected/required.

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 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.