Development Coordinator, Major Gifts and Operations

Spaulding Hospital - Boston and Cambridge
United States, Massachusetts, Boston
300 1st Avenue (Show on map)
Apr 07, 2025
Major Gifts Team Support: Reporting to the Director of Major Gifts and Campaign, provide general administrative coordination and support to the Major Gifts Team, with tasks including, but not limited to, managing logistics for cultivation and stewardship meetings, managing scheduling, and producing meeting materials, and coordinating other internal and external correspondence. Coordinate the recording, gathering, and tracking of prospect/donor interactions along with documentation and prospect research in Atlas (Blackbaud CRM); report generation; expense report preparation; and other database-related duties as requested. Assist the Major Gifts team with tasks related to the grateful patient fundraising program, including, but not limited to, running patient lists and reports, scheduling meetings with clinician partners, recording actions and next steps in Atlas, and preparing introduction letters and other related correspondence. Make travel and meeting arrangements for prospect and donor interactions, prepare accurate and thorough travel itineraries, and assist with processing employee expenses. Assist with booking and tracking of major/principal/planned gift commitments made by prospects that are in the Major Gifts team's portfolios. Review daily gift reports to ensure proper and accurate coding of all major gifts. At the direction of the Assistant Director of Prospect Research and Development, initiate basic prospect/donor research (i.e., using Google and Atlas) upon request. Assist with patient data tracking and other database work related to prospect development. Assist with the management and tracking of all activities related to Spaulding's two key donor recognition groups: The President's Council ($20K+ annual donors) and the Francis "Hooks" Burr Society (planned gift and bequest donors). At the direction of the Vice President of Development and/or the Senior Director of Principal, Major, and Planned Giving (SDPMPG), assist with the scheduling and logistics related to the Board-designated Development Committee meetings (typically held four times a year). Assist the SDPMPG with scheduling and agenda development for the biweekly departmental Beats and Prospects meetings. Assist in other major gifts activities as needed and assigned. Operations and Systems Support: Reporting to the Senior Director of Development Operations (SDDO), support all operations and systems-related activities and coordinate budget tracking and approval process. Centralize and handle all vendor invoices and submit expenses for Development to accounts payable. Perform key follow-up on outstanding invoices and purchase orders (POs). Set up and monitor all summary POs and properly archive contracts and statements of work (SOWs). In collaboration with the Senior Gift Administration Officer, download all online gift transactions from our web portals, including, but not limited, to Classy and GivenGain. Accurately make updates to the online giving pages to reflect offline gifts received in house. Assist with the creation and maintenance of tribute records, and other donor systems-related work as assigned. Update Atlas records that need to be deceased with all available documentation. Prepare and track all pledge reminders for upcoming and past-due pledges for SDDO to review. Assist SDDO and hiring managers with logistics for onboarding new staff, including scheduling meetings and trainings, and arranging needed supplies and/or resources. Business Administration: Receive and log all cash and checks that come to the Development Office in compliance with cash handling audit protocols. Record and download all bank statements, reports, and check images from the Cash Pro lockbox portal. Track department-wide use of the Operations credit card and reconcile report on a monthly basis. Coordinate office supply orders and monitor inventory for all supplies and collateral used by Development. Serve as point person to follow up with in-kind and art donations to Spaulding and properly processes these requests. Coordinate the recording of recognition efforts and naming opportunities in Atlas. Arrange donor plaque production with Senior Director of Donor Communications and Engagement. Monitor and triage all donor inquiries made via phone and the general online inbox for Development. Other Duties: Work collaboratively with the Development Coordinators and Executive Assistant to provide office and administrative support back-up as needed. Availability outside of regular business hours to work at events (including some weekends) is required. Education Bachelor's Degree Related Field of Study preferred Can this role accept experience in lieu of a degree? No Licenses and Credentials Experience experience in a relevant field such as fundraising, non-profit management, or communication 2-3 years required Knowledge, Skills and Abilities - Strong research and analytical skills. - Ability to work effectively in a team-oriented environment. - Knowledge of fundraising practices and principles. - Proficiency with Microsoft Office and database management software. - Strong organizational and time-management skills. Please submit your resume and a cover letter* with your application The Spaulding Rehabilitation Hospital Corporation is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.