Location: Noblesville,IN, USA
Job Summary
The Administrative Coordinator provides administrative support to the Riverview Health Foundation team, maintains databases and assists with the organization and facilitation of special events. This position requires someone who can manage multiple tasks, has excellent communication skills, both verbal and written, while working with donors, board members, Riverview Health physicians, administration and staff. The ideal Administrative Coordinator is well organized and enjoys working as a part of the Foundation team, can adapt to change well, and is comfortable working independently with some supervision. Administrative Assistant, Secretary, Office Coordinator
Job Responsibilities
* Record donor gifts, prepare receipts for gifts and pledges, and prepare acknowledgements within forty-eight hours of contribution and tribute gifts.
* Oversee the donor management software system and implements best practices with donor records, reporting structures, receipting, etc. Maintain an accurate database by effecting and timely updates to donor information. This may include the addition or modification to tables that include codes and donor names, contact information, and any other information as applicable to the tracking and accuracy of the data. Review obituaries daily on media websites and compare with donor database to update information as appropriate.
* Engages in donor research and ensures this is accurately reflected in donor database to help with development strategies of the foundation team.
* Demonstrates a high degree of confidentially and ability to handle such information appropriately.
* Create cash pledges, develop fund and liability files as requested and research problem gifts. Prepare reports using the database and other applicable software. This includes weekly, monthly and ad hoc reporting related to prospects and donor records and giving history.
* Coordinate the administrative functions of the Foundation office including receiving and opening mail, ordering supplies, and ensuring event and communications materials and marketing collateral are stocked. Prepare and facilitate the delivery of correspondence that includes, but is not limited to: Notification cards for commemorative gifts, end-of-year gift reports for donors, pledge reminders, letters, special event lists, post cards for major events, etc.
* Assist with the execution of development activities including event planning and implementation, donor outreach and stewardship.
* Schedule and coordinate meetings for a variety of Foundation activities including, but not limited to, Foundation Board of Directors, subcommittee meetings and other groups or events as assigned. Develop the annual schedule for standing meetings and communicate the approved schedule with attendees via email and calendar invitations.
* Code invoices and credit card expenses for approval to the VP Foundation and Community Affairs. Submit to Accounts Payable for payment.
* Assist the Volunteer Manager with gift shop daily reconciliation , event planning and other duties.
* Other duties as assigned.
Education Requirements
* Minimum: High School Diploma or equivalent.
* Preferred: Bachelor's degree
Experience Requirements
* Minimum: Four (4) year's record keeping, data entry, accounting, customer relations, and event management. Must be proficient in Word, Excel and other related software programs.
* Preferred: DonorPerfect or other donor database experience preferred
License/Certification Requirements
* Minimum: None