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Assistant, Planned Giving

Company: Dana-Farber Cancer Institute
Location: Brookline
Posted on: June 9, 2021

Job Description:

Overview

GENERAL SUMMARY:

The Assistant is responsible for providing administrative support to the Director, Planned Giving and Assistant Director, Planned Giving. This position supports Planned Giving (PG) prospect pipeline building, overall team prospect management and inquiries, collaboration with other business units, life-income gift program and analysis, and education and professional development for PG Team and Division. In addition, it involves coordinating and tracking numerous activities and reports for the PG Team and assisting in the management of a variety of programs. Candidates should have a working knowledge of Excel and familiarity or interest in financial and legal matters relating to charitable giving and estate planning. Responsible for assisting the entire Division with reaching financial goals.

Embody Dana-Farber's Core Values: Impact; Excellence; Compassion & Respect; and Discovery every day. Add value to the Dana-Farber community by seeking opportunities to collaborate across the Institute. Foster an ethical, positive, results-oriented culture founded on open communication.

Dana-Farber is currently in the largest and most ambitious fundraising effort in the Institute's history - The Dana-Farber Campaign | Defy Cancer. Launched publicly in May 2021, the goal of the $2 billion campaign is to defy cancer at every turn and harness new techniques and technologies to prevent, treat, and defy cancer, resulting in more lives saved, more families intact, more dreams realized. The comprehensive campaign is coordinated around four pillars that build on our strengths and will accelerate our progress - Revolutionary Science, Extraordinary Care, and Exceptional Expertise - as well as the mission critical flexible funds that will allow us to change the face of cancer forever.

APPLICATION REQUIREMENTS:

Resume and cover letter required with application submission.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Responsibilities

PRIMARY DUTIES AND RESPONSIBILITIES:

  • Develop a strong working knowledge of ClearView fundraising database, JasperSoft, PG Calc, Excel, and other management information and tracking systems used by the Division of Philanthropy;
  • Respond to calls and emails from donors, prospects, and inquiries at large: determine the urgency of the situation. Suggest appropriate response and inform supervisor when the situation merits his/her attention;
  • Assist Director with serving as contact to life-income gift program at State Street Global Advisors; help in assembling life-income gift proposals, calculations and finalizing life-income gift agreements;
  • Assist Director and Assistant Director with Planned Giving Module data input and prospect management, including scheduling visits, prospect pool clean-up and reassignments, and coordinating follow-up material, including proposals, welcome packets and acknowledgements;
  • Assist Assistant Director in team-wide prospect pool clean up
  • Assist Assistant Director with managing PG inbox and 1-800 number phone inquiries and assist in assigning prospects to PG colleagues;
  • Track Annual Giving Online inquiries monthly; work with Assistant Director to triage inquiries to PG colleagues;
  • Assist Director and Assistant Director with PG Campaign Goals and Division-wide implementation
  • Track Planned Giving collaboration with other business units and report on results quarterly;
  • Assist Director with annual letters to Charitable Remainder Trust and Pooled Income Fund donors; file all State Street Global Advisors statements and correspondence;
  • Assist in putting together various mailings: Dana-Farber Society Dinner Follow-up, IRA mailings, CGA Batch Calcs, and others as assigned;
  • Assist in coordination and triage of assignments of MarketSmart survey or other future surveys
  • Assist in the planning and execution of various Planned Giving internal and external meetings (in person or virtual) including estate planning, Golf tournaments and other cultivation events;
  • Assist in maintaining relationship with Research and IS teams. Assist in coordinating quarterly meetings and open projects;
  • Coordinate yearly trainings for Principal & Major Gift and Annual Giving assistants;
  • Organize yearly educational meeting to train IRA superusers on all fundraising teams in conjunction with Fiscal & Regulatory Management;
  • Manage travel arrangements for out-of-state donor visits and conferences, which can include booking and confirming flights and accommodations;
  • Process checks in coordination with Gift Processing and office protocols;
  • Assist in various stewardship activities of the Dana-Farber Society (pins, CGA birthday cards, etc.);
  • Coordinate Planned Giving edits for the Institute Honor Roll;
  • Compose, type and mail/fax/scan correspondence, memos, and reports;
  • Compile and submit expense reports;
  • Order office supplies;
  • Provide front desk coverage for one hour at least once a month;
  • Maintain confidentiality regarding donor information;
  • Assist on any donor and program projects as needed;
  • Responsible for assisting the entire department, including other fundraising teams, to reach financial goals.

SUPERVISORY RESPONSIBILITIES:

Reports to Director of Planned Giving and Assistant Director of Planned Giving. Independent decision-making on day-to-day tasks and good judgment is required for dealing with Institute donors, trustees, volunteers, and senior staff and confidential information.

Qualifications

MINIMUM JOB QUALIFICATIONS:

Associate degree and/or administrative training degree required. As this level position is often considered a "base" for someone pursuing a career in Philanthropy, a Bachelor's degree is preferred. 0-2 years' administrative experience.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Attention to detail is a must. Excellent written and verbal communications skills are necessary with a strong orientation to customer service. Strong organizational skills and ability to manage a variety of projects are key. Directed and self-starting attitude with the ability to work independently as well as part of a team and work with a variety of personalities. Solid computer skills and competency in Microsoft Office Suite products is absolutely necessary. High degree of confidentiality must always be exercised. Interest in data-analytics, financial reporting and/or charitable estate planning is preferred.

This position will evaluate current programs and create and execute approved plans to expand and diversify the donors and participants for the events assigned in order to broaden our donor base and create even more inclusive events. Experience with diverse donors is a plus.

PATIENT CONTACT:

No.

WORKING CONDITIONS:

Workstation located in typical office setting. Some evening and weekend work is required.

  • To protect the health and safety of our patients and staff, in person donor visits and travel are on hold and will resume in accordance with Institute guidelines.

DIVISION OF PHILANTHROPY INCLUSION, DIVERSITY, & EQUITY COMMITMENT STATEMENT:

We're stronger together.

In the Division of Philanthropy, we believe in the power of different voices. We encourage authenticity and diversity of every individual within our community. Our collective voices - donors, volunteers, staff, and patients alike - allow us to work together towards a world without cancer. Committed to being a place of inclusivity, belonging, and change, these are our core values.

DFCI DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

DFCI offers a competitive benefits package including generous healthcare and retirement plans, at minimum 3-weeks' vacation time in addition to 9 paid holidays, a flexible work environment, and work/life balance. We also provide an array of professional development opportunities.*

  • All benefits subject to Institute changes

We're hiring! Learn more (https://careers.dana-farber.org/division-of-philanthropy.html) about working in the Division of Philanthropy and view all open positions.

Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.

Keywords: Dana-Farber Cancer Institute, Brookline , Assistant, Planned Giving, Other , Brookline, Massachusetts

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