ABOUT NCH
NCH is an independent, locally governed non-profit delivering premier comprehensive care. Our healthcare system is comprised of two hospitals, an alliance of 700+ physicians, and medical facilities in dozens of locations throughout Southwest Florida that offer nationally recognized, quality health care.
NCH is transforming into an Advanced Community Healthcare System(TM) and we’re proud to: Provide higher acuity care and Centers of Excellence; Offer Graduate Medical Education and fellowships; Have endowed chairs; Conduct research and participate in national clinical trials; and partner with other health market leaders, like Hospital for Special Surgery, Encompass, and ProScan.
Join our mission to help everyone live a longer, happier, healthier life. We are committed to care and believe there's always more at NCH - for you and every person we serve together. Visit nchjobs.org to learn more.
JOB SUMMARY
The Philanthropy Associate provides general administrative and program support for the Center for Philanthropy team, helping NCH to maintain a donor-centric, high-quality level of work. This requires quickly understanding team members’ work styles and preferences, as well as the ability to prioritize and efficiently execute concurrent tasks. The Philanthropy Associate must be resourceful and be able to act in an independent and anticipatory manner, completing numerous routine and detailed activities on a regular basis, while also proactively assisting with the team’s emergent needs. The position will report to the Manager Philanthropy Operations and will collaborate closely with the System Coordinator, Events staff, and others to fulfill the duties associated with providing support to the department.
This is a full-time position and requires the availability to work occasional nights and weekend events. After successful completion of the 90-day probation period, the candidate will have the option to work in the office at least 3 days per week, and work remotely the rest of the week, subject to the needs of the department.
ESSENTIAL DUTIES AND RESPONSIBILITIES
– Other duties may be assigned.
EVENT SUPPORT (20%)
· Provides support for special events, including tracking RSVPs, running attendee reports, assists with seating chart, creating name tags, etc.
· Assists with oversight of Philanthropy Department volunteers.
· Provides administrative support to the department throughout busy fundraising seasons, helping to coordinate logistical elements which may include long periods of standing or sitting, assisting with event set up and tear down, registration check in, engaging with guests, and staff, recording, and processing payments, and enhancing the organization’s image consistent with policy, mission, and core values.
· Ensures the security and sensitive handling of confidential donor and/or financial information.
PHILANTHROPY SUPPORT (30%)
· Assists with updates and overall management of key donor materials (Canva, PowerPoint slides, etc.).
· Provides website operations management, working in conjunction with the Director of Annual Fund who provides strategic oversight.
· Works with the Philanthropy team to plan and execute donor visits and tours and helps create tour materials.
· Provide administrative support to the Philanthropy team, including scheduling, making travel arrangements, preparing for and taking minutes at meetings, preparing background materials, processing mail, responding to inquiries, and processing and tracking department expenses.
· Actively liaise with other Philanthropy staff including research, stewardship, and field staff to receive and record updated donor information and to identify and eliminate redundant records.
· Generates personalized Donor Acknowledgement letters for $1M+ gifts; works with administrative support staff to coordinate executive signatures.
· Manages scheduling for Major Gift Officers with other key NCH department leaders and administration for tours, lunches, and meetings with prospects.
· Works in conjunction with our leadership annual giving program to generate and send renewal letters in a timely manner.
· Supports the Chief Impact Officer with documenting donor activity in database.
ADMINISTRATIVE SUPPORT (40%)
· Assists with scheduling of regularly schedule team meetings and team activities.
· Provides coverage of Center for Philanthropy telephone line. Screens and appropriately routes calls and messages for Center for Philanthropy staff.
· Processes check requests to ensure timely payment of invoices.
· Completes administrative tasks such as scanning, sorting, filing, copying, answering phones, email correspondence, equipment maintenance and repair, and other office support duties.
· Responsible for maintaining inventory of supplies that support the needs of the Philanthropy team and/or staff.
· Produces correspondence: Responsible for compiling, securing approval(s)/signature(s), scanning and documenting final copies, and ensuring timely distribution by mail or email.
· Directs general information emails to the appropriate person or department.
· Provides AV support, takes minutes, and disseminates and tracks action items.
SPECIAL PROJECTS (10%)
· Assist Philanthropy team with database cleanup projects to ensure strong data integrity and analysis.
· Monitor day-to-day integrity of database and database procedures by supporting daily, weekly, and monthly audits of data to confirm use of accurate data entry processes.
· Participate in staff engagement initiatives and coordinating team retreats.
· Recommends new approaches, procedures, and processes to effect continual improvements in efficiency of department and services performed.
EDUCATION, EXPERIENCE AND QUALIFICATIONS
· Minimum of an associate degree with 1 year experience in Development, Non- Profit, Business Operations or related field required OR Minimum of High School/GED with 4 years in Development, Non-Profit, Business Operations or related field required.
· Highly organized with meticulous attention to detail.
· A demonstrated ability to produce error free work when performing a variety of functions such as typing, text editing, data entry, file management, and calculations is required.
· Ability to think systematically about problems and is successful at finding appropriate solutions.
· Takes initiative and is self-motivated; completes tasks in a timely manner.
· Ability to exercise good judgment and handle confidential and sensitive information with the utmost discretion.
· Ability to handle multiple projects simultaneously in a fast-paced and busy environment.
· Demonstrated ability to work collaboratively with a diverse staff.
· Excellent verbal and written communication skills, including the ability to communicate directly and effectively with others.
· Tactfulness, flexibility, and creativity are essential in working with diverse population groups (constituents, physicians, patients, staff, vendors, etc.).
· Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint.
· Prior Raiser’s Edge experience preferred.
