Senior Assistant, Philanthropy Communications

Job Details

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Job ID:
29409

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

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 provides administrative support for the Assistant Vice President (AVP) of Philanthropy Communications and collaborates and assists with the Philanthropy Communications team. 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:

  • Support AVP by managing all administrative functions including calendar management, meeting & conference room scheduling, travel, agendas, meeting minutes, Procedures Manual, vendor and donor correspondence, scanning and fax distribution, phone coverage, filing, etc. Help to prioritize meetings, schedules, projects.
  • Produce administrative reports using Word, Excel and PPT and other Microsoft tools including Sharepoint and Teams.
  • Assist Philanthropy Communications team members with projects as time allows, and with permission of AVP.
  • Maintain team calendar.
  • Create and maintain team organizational and information management systems.
  • Weekly distribution of Jimmy Fund marketing collateral at the Institute, and satellites as needed.
  • Manage publication closet (“pubs closet”) and overall publications inventory.
  • Develop a working knowledge of resource software, including Clearview, PeopleSoft, Quick Base, and other software.
  • Produce regular reports from the Quick Base tool to analyze workflow and efficiency.
  • Coordinate all MasterCard (P-Card) reconciliations and purchase order (PO) requisitions, as well as maintaining a working knowledge of team budget and upcoming expenses.
  • Purchase all team-related resources and office supplies.
  • Send administrative reminders to Philanthropy Communications team.
  • Coordinate Philanthropy Communications team meetings and yearly planning meeting.
  • Coordinate awards submissions and conference attendance.
  • Register staff for conferences and membership in professional organizations and coordinating travel logistics and expenses.
  • Work with vendors as needed to ensure timely delivery of services.
  • Write and project manage assignments including but not limited to Impact calendar section, photo stories, and e-mail blasts.
  • Conduct basic research to support department writing projects and new marketing initiatives.
  • Assist with research of pro bono advertising opportunities, as needed.
  • Serve as a key liaison with Human Resources for open Philanthropy Communications positions, including coordination of interviews with candidates.
  • Organize and archive project files and department server
  • Provide back-up support for front desk as requested, in support of the entire team.
  • Other duties as necessary.

 SUPERVISORY RESPONSIBILITIES:

Reports to Assistant Vice President, Philanthropy Communications. Independent decision-making on day-to-day tasks and good judgment is required for dealing with Institute donors, trustees, and senior staff and handling 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 preferred, as is knowledge of marketing communications.

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Superior organizational skills and ability to manage a variety of projects are key. Directed, self-starting, and positive attitude are essential, with the ability to work independently as well as part of a team with a variety of personalities. Solid computer skills and competency in Microsoft Office Suite products is absolutely necessary.

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 (up to one day in the office each week). Some overtime may be 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.

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