Coordinator, Individual Philanthropy

Provide administrative assistance to the Individual Philanthropy team as a whole (45%):

• Liaison between Individual Philanthropy and the Goal and Performance Management Unit within Resource Development to manage timesheets, expense inquiries, review travel posts, and obtain budget codes, among other administrative duties.
• Maintain team PO Box expenses and off-site storage, coordinating with Building Operations.
• Coordinate team retreats and team meetings; managing agendas, and all supporting materials, including logistics and follow-up on action items.
• Prepare and send out weekly team emails and weekly team wins.
• Maintain team inventory including but not limited to, supplies and fundraising materials; must be able to coordinate with internal and external stakeholders.
• Support West Coast team serving as headquarters point person; assist with ad hoc requests, mailings, supplies, and fundraising materials, among other duties
• Process gifts and be the point person for Gift Processing in Finance.
• Handle travel arrangements for salon events and donor visits for fundraising Directors and above.
• Handle expense reimbursements for fundraising Directors and above.
• Update and maintain external and internal website landing pages quarterly.
• Maintain department email mailbox for inquiries from general public
• Coordinate with Human Resources and the Goal and Performance Management Unit to secure interns and or skilled volunteers for each semester for fundraising team.
• Assist in the onboarding process of new hires; maintain new hire checklist, and support hiring manager as needed.
• Support ad hoc requests and support other projects as requested.

Provide assistance to the Associate Vice President, Individual Philanthropy in organizing and executing various administrative functions including (35%): 

• Coordinate calendar in a dynamic and ever-changing environment; ensuring accuracy, timeliness and strong communication.
• Prepare donor materials as requested, including but not limited to: mail merges, printing and binding donor materials, submitting tracker requests, and perform other various duties as needed.
• Assist with development of materials for senior management meetings, donor meetings and additional high value meetings as needed; draft presentations as required.
• Handle travel and conference arrangements, and expense reimbursements.
• Maintain department contact list, organizational chart and calendar.
• Manage department credit card; maintain and monitor monthly reconciliations, coordinating with Accounts Payable in Finance.
• Coordinate with Human Resources and candidates to set up interviews for new staff; if candidates are hired, manage the onboarding process.

Assist with special projects as requested by the Associate Vice President and members of the team (10%):

• Coordinate year-end thank-you campaign for high value donors; working cross-departmentally within the agency.
• Coordinate high value donor calls and marketing outreach; working cross-departmentally within Resource Development
• Assist with salons, galas and other events as needed.
• Coordinate email campaigns using online marketing platform and update donor records accordingly.

Coordinate and streamline day-to-day operations through effective communication and knowledge management strategies with internal stakeholders across the agency (5%):

• Attend Resource Development Senior Management Support Team meetings; network and collaborate with peers within the division.
• Perform other job duties as required.

Growth and professional development opportunities (5%):

• Offer your time and skillset to support colleagues within the department and the agency on various continuous improvement and innovation projects; including participation in agency trainings.