Senior Assistant, Jimmy Fund Golf

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 (JFG) is one of the oldest and largest organized charity golf programs in the nation. We support over 125 annual volunteer-run community golf tournaments around the country that collectively raise millions of dollars for groundbreaking research and compassionate care at Dana-Farber Cancer Institute (DFCI) each year. For more information about JFG, please visit our website at www.jimmyfundgolf.org.

The JFG Senior Assistant position is responsible for helping JFG and the entire Division achieve their goals by assisting a portfolio of volunteer-run events with fundraising best practices and event logistics. This position provides administrative support to the Assistant Vice President and Senior Associate Director of JFG, as well as the JFG team as needed. The Senior Assistant manages many key operational projects for the program including, but not limited to: processing, tracking, reporting, and acknowledging revenue; annual and quarterly reporting; and managing online systems, event equipment, and credit card processing platforms.

Embody Dana-Farber’s Core Values: Impact; Excellence; Compassion & Respect; Discovery; and Equity & Inclusion 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.

PRIMARY DUTIES AND RESPONSIBILITIES:

Administrative Support

• Manage calendar and track contacts for JFG’s Assistant Vice President and Senior Associate Director
• Book conference rooms, coordinate virtual meetings and prepare agendas for various meetings
• Coordinate adding JFG info to weekly updates email, Division Wide Calendar, etc.
• Keep inventory and order supplies as needed
• Manage data accuracy in operating systems utilized by JFG (ClearView, EMS, Luminate, JFG shared Outlook calendar, JFG online calendar, etc.)
• Act as a liaison to Fiscal & Regulatory Management (Event Support) team and troubleshoot event compliance issues for the JFG team as necessary
• Track requests for speakers at JFG events
• Manage all tracking, scheduling, reporting, and resources for JFG staff use of NCR Silver (credit card swiping/processing system) and JFG’s electronic equipment (iPads, wifi hotspots, credit card swipers, etc.)

 Main Point of Contact for Volunteer-Run Community Jimmy Fund Golf Events

Note: Staff on the Jimmy Fund Golf team serve as the main points of contact to each of the volunteer-run community golf events that fundraise in support of Dana-Farber and the Jimmy Fund.

• Serve as primary tournament contact for a portfolio of tournaments, typically in the $5,000-$30,000 range, to ensure thorough support of the tournament organizers
• Ensure compliance by tournament directors with JFG and DFCI policies and procedures
• Complete approximately 10 annual donor visits and follow up each donor visit with a call report
• Assist senior staff with logistical support for larger tournaments
• Attend select JFG tournaments to assist with event day logistics and activities as needed.

Revenue Processing Operations

• Create donation processing forms to accompany all JFG donations being processed internally at our office and track those donations to ensure correct processing of all gifts
• Send daily revenue updates to JFG team
• Process misallocation requests to resolve any incorrect deposits
• Track and continually update revenue projections for all JFG tournaments

Reporting

• Assist with all reporting for JFG
• Provide final revenue number list pulls for JFG/Philanthropy publications, annual stewardship awards, and recognition pieces at DFCI
• Track JFG’s collaboration efforts with other Philanthropy teams
• Track events that are no longer running for reporting attrition at year-end

Acknowledgment Letters

• Update all acknowledgment letter templates on an annual basis
• Draft acknowledgement letters for all JFG donations received
• Create special acknowledgment letters as assigned, including tribute notifications and exit letters

Manage Online Programs for Golf Tournaments

• Manage timeline for each event’s fundraising page to ensure successful go-live dates
• Work with JFG staff as they build and test tournament websites/online forms
• Create and manage training materials for staff and tournament volunteers
• Evaluate current offerings and provide donors with best practices to increase online giving
• Research and promote alternate website/online credit card processing options approved by DFCI (ie: Weebly, Square, PayPal, etc.) – create resources to share with staff and tournament organizers

Other Projects/Duties as Assigned

SUPERVISORY RESPONSIBILITIES:

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

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:

Familiarity and comfortability with financial reporting and working with numbers. Strong Excel and PowerPoint skills are required for this position, along with a strong working knowledge of Microsoft Office applications. Strong writing and editing abilities required. Detail oriented with excellent communication and organizational skills; possess the ability to work well with donor/volunteer constituencies; juggle multiple projects; and work independently in a fast-paced environment. Attention to detail is a necessity for this role.

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.

WORKING CONDITIONS:

Remote work flexibility (working remotely with up to one day in the office each week). Some travel is required to attend events as well as off-site committee meetings on a regular basis, especially during May-October. May be required to speaks on behalf of Dana-Farber and the Jimmy Fund at some events. Requires light lifting for event set-up. Weekend and night work are 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 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.