The Administrative Assistant is responsible for the support of the Stewardship, Donor Relations, and Events team within the Hoag Hospital Foundation. This person will provide administrative support primarily to the Donor Stewardship Services team, playing an important role in the overall success of the team.
Essential Functions - Prepare gift documentation to be entered into The Raiserdge (RE), including scanning into PaperSave; submits to Constituent and Gifts Coordinator to be entered in RE.
- Write daily deposit slips and submits deposits to Hoag Finance.
- Enter daily deposit on Monthly Reconciliation Sheet.
- Provide copies of event RSVPs.
- Support the integrity of RE database through ongoing maintenance of data integrity queries, REUpdate email requests, constituent biographic or demographic updates, board and committee relationships, and other changes as needed.
- Provide support for documentation of donor recognition records through RE.
- Provide support for a variety of stewardship tasks such as stewardship impact reports, benefactor birthday program, and annual recognition awards.
- Provide administrative support for meetings, agendas, minutes, and appointment setting.
- Assist other members of the Foundation as required for special events and/or other Foundationwide initiatives.
- Performs other duties as assigned.
Education, Training and Experience
Required: - High School Diploma or equivalent
Preferred: - Three (3) years administrative support experience is required in a corporate environment.
Skills or Other Qualifications
Required: - Must be able to establish good rapport and deal in a pleasant and professional manner with Foundation staff members, Foundation and Hospital Board members, physicians, management staff members, donors, volunteers and the general public; both in person and on the telephone.
- High level of maturity and understanding of philanthropy and philanthropic practice, in particular the unique relationships required for identification, research cultivation, solicitation, and report/tracking of prospective and current donors for their gift decisions.
- Requires sensitivity to the privacy and confidentiality of prospective and current donors be maintained.
- Background in software applications relating to data organization and prospect research.
- Excellent organization skills. Must be able to use current computer operating systems and software, including Word and Excel.
- Fluency in English and English grammar a must.
- Able to take initiative and follow through on assigned responsibilities with minimal support.
Preferred: - Experience with a fundraising or sales database such as The Raiserdge.
- Ability to type at 60-65 wpm, shorthand or speedwriting is preferred.
