Philanthropy Administrative Coordinator

University of Maryland Medical System; Easton (MD); On-site; USD 42,000 - 68,000; Full time

Job summary

University of Maryland Medical System is seeking a Philanthropy Administrative Coordinator to support all functions of the Philanthropy Office, including reception duties for the Memorial Hospital Foundation, scheduling, gift processing, and event coordination.

The role covers board/committee material preparation, minutes, and data entry for donors in the fundraising database, with required Associate’s degree and 2 years of office experience.

Qualifications

• Associate’s degree is required.
• 2 years of office or administration experience are required.
• Proficiency using Microsoft Office Suite and Word/Excel is required.
• Bachelor’s degree is preferred.
• Five years’ experience in administrative coordination or as an administrative executive is preferred.
• Experience with fundraising database software such as Raisers Edge is preferred.
• Experience with PowerPoint is preferred.

Responsibilities

• Serve as a reception for Foundation guests and answer general phone line and email.
• Prepare packets for meetings and summary notes for meetings including Board Meetings, Scholarship Committee, Council of Professional Advisors Group, Campaign Advisory Council and other work groups and committees as assigned.
• Process incoming and outgoing mail and email.
• Receive gifts and prepare gift acknowledgement letters for appropriate sign off.
• Enter pledge and gift information in fundraising database.
• Order office supplies and event and publication supplies and any other supplies as requested.
• Organize hardcopy and digital institutional Foundation files, including financial endowment records, board meeting packets and minutes.
• Provide administrative support and tracking to assist with annual events.
• Data entry for prospects and donors in fundraising database.
• Follow up on invitations and keep event RSVP logs.

Education

Associate’s degree

Bachelor’s degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Raiser's Edge

Job description

Job Requirements

Under supervision of the Vice President of Philanthropy, the Philanthropy Administrative Coordinator will provide administrative support for all functions of the Philanthropy Office, including reception duties for the UM Memorial Hospital Foundation, calendaring meetings/reminders and follow-up, processing and receipting gifts, assisting with large bulk mailings, volunteer scheduling, events arrangements, meetings setup, board and other committee materials preparation and minutes.

Job Requirements

Under supervision of the Vice President of Philanthropy, the Philanthropy Administrative Coordinator will provide administrative support for all functions of the Philanthropy Office, including reception duties for the UM Memorial Hospital Foundation, calendaring meetings/reminders and follow-up, processing and receipting gifts, assisting with large bulk mailings, volunteer scheduling, events arrangements, meetings setup, board and other committee materials preparation and minutes.

Primary Responsibilities

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job responsibilities performed.

• Serve as a reception for Foundation guests and answer general phone line and email


• Preparation of packets for meetings and summary notes for meetings including: Board Meetings, Scholarship Committee, Council of Professional Advisors Group, Campaign Advisory Council and other work groups and committees as assigned


• Process incoming and outgoing mail and email


• Receipt gifts and prepare gift acknowledgement letters for appropriate sign off


• Enter pledge and gift information in fundraising database


• Order office supplies and event and publication supplies and any other supplies as requested


• Organization of hardcopy and digital institutional Foundation files, including financial endowment records, board meeting packets and minutes


• Administrative support and tracking to assist with annual events


• Data entry for prospects and donors in fundraising database


• Follow up on invitations and keep event RSVP logs

Work Experience

Education & Experience - Required

• Associate’s degree


• 2 years of office or administration experience


• Proficiency using Microsoft Office Suite and applicable software: Word and Excel

Education & Experience - Preferred

• Bachelor’s degree


• Five years’ experience in administrative coordination or as an administrative executive


• Experience with fundraising database software, such as Raisers Edge


• Experience with PowerPoint