• Assistant, Jimmy Fund Golf

    Location US-MA-Brookline
    Job Posted Date 1 month ago(9/13/2019 1:11 PM)
    Job ID
    full time
  • Overview

    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.




    Jimmy Fund Golf is the oldest and largest organized charity golf program in the nation. The program supports over 160 annual volunteer-run golf tournaments around the country. Jimmy Fund Golf events collectively raise approximately $8 million for groundbreaking research and care at Dana-Farber Cancer Institute. Jimmy Fund Golf stands alone as a comprehensive example of the good that can be achieved by hundreds of volunteer tournament organizers and thousands of golfers who are united in their desire to connect their love for the game of golf to a higher cause - funding cancer care and research.  For more information about Jimmy Fund Golf, please visit www.jimmyfundgolf.org.


    The Jimmy Fund Golf Assistant position is responsible for helping the program and the entire Division achieve their revenue goals by assisting a portfolio of volunteer-run events and consulting with them on fundraising best practices and event logistics. This position is responsible for providing administrative support to Associate Director #1 and the Assistant Director of Jimmy Fund Golf (JFG). The assistant will also work on the management of the JFG budget, merchandise program, and event equipment/credit card processing systems, as well as provide support on program sponsor logistics, in addition to various other tasks.


    This position will be responsible for evaluating existing programs as assigned as well as exploring new philanthropic revenue streams which may include new event locations, formats, sources of support and new business models. 


    In addition, this position will evaluate current programs and create/execute approved plans to expand and diversify the participants and donors for the events assigned to broaden our constituent-base and the inclusivity of our event community.


    All staff will embody Dana-Farber’s Core Values: Impact; Excellence; Compassion & Respect; and Discovery every day. They will add value to the Dana-Farber community by seeking opportunities to collaborate across the Institute. In addition, they will foster an ethical, positive, results-oriented culture founded on open communication. 


    For more detailed information on the position, please read below.



    Resume and cover letter required with application submission.




    Administrative Support:

    • Assist with overall daily administrative operations of Jimmy Fund Golf business unit
    • Manage calendars, phone lines, and prepare expense reports for Associate Director #1 and Assistant Director
    • Complete call reports following donor visits and update contact records for Associate Director #1 and Assistant Director
    • Manage purchasing card reconciliation statements for the Assistant Vice President (AVP), both Associate Directors, and the Assistant Director
    • Provide back-up to the Senior Assistant on administrative duties when required
    • Other administrative duties as assigned

    Third-Party Event Support (Tournament Advocate):

    • Serve as primary tournament contact (“advocate”) for a portfolio of tournaments, typically in the under $15,000 range
    • Assist Associate Director #1 and Assistant Director with tournament-related support, and other staff as assigned
    • Assist with tasks for JFG internally staff-run events and stewardship events as assigned
    • Attend select JFG tournaments to assist with event day logistics and activities as needed

    Manage Golf Program Budget:

    • Reconcile JFG program budget against the Fiscal department’s budget reports each month and send re-allocation requests as necessary
    • Submit invoices and purchase orders through the system (PeopleSoft) for approvals
    • Manage payments to ensure invoices are paid in a timely manner
    • Serve as main contact with Accounts Payable and Purchasing departments
    • Meet monthly with the AVP to review budget reports
    • Prepare monthly expense reports for AVP



    Corporate Relations/Sponsorship Support Assistance:

    • Assist Associate Director #1 with logistical and stewardship relationship management of JFG sponsors
    • Main point of contact for Birdie and Fairway level sponsors
    • Oversee logistics for JFG hole-in-one contest
    • Support sponsor sales efforts and collaborate with the Corporate Partnerships (CP) department
    • Assist in creating sponsorship packages/proposals
    • Work with Philanthropy Communications department to update marketing materials and impression counts annually for sponsorship packages/proposals
    • Provide summary info about JFG (# of golfers, dates, locations, etc.) for proposals
    • Review CP sponsor proposals for accuracy
    • Assist CP with creation of sponsor contracts and sponsor invoices
    • Assist with ensuring sponsor deliverables are fulfilled by JFG as outlined in contracts
    • Update the annual benefits matrix
    • Communicate JFG staff roles in benefit fulfillment to the team
    • Coordinate sponsor fulfillment on all JFG materials
    • Approve all JFG collateral/publications containing sponsor logos/names
    • Ensure JFG website continually maintains up-to-date sponsor recognition
    • Oversee production and inventory of JFG banners, JFG goody bags, and sponsor signage
    • Oversee logistics associated with “hospitality sponsors” & “activation sponsors”
    • Coordinate which tournaments will allow JFG sponsors to participate via survey
    • Educate JFG staff advocates on policies & processes for these sponsors at events
    • Serve as contact between sponsors and tournaments
    • Create a briefing template for sponsors
    • Oversee annual JFG tournament director sponsorship survey
    • Manage all signage for JFG stewardship events
    • Manage relationship with signage vendors in conjunction with Philanthropy Communications
    • Ensure timely production of signage
    • Ensure sponsors are properly represented on all signage


    JFG Merchandise Program:

    • Assist with JFG merchandise distribution
      • Attend planning meetings with Officer #2 and Associate Director #1 (as needed)
      • Enter merchandise formulas into the online event management system (EMS) with JFG intern
      • Assist in creation of merchandise letter PDF’s for all tournaments
      • Update merchandise speaking points and educate JFG staff advocates
      • Assist with presenting new merchandise formulas, processes, and speaking points to advocates
    • Manage processes for pickup/shipment of third-party event merchandise at the warehouse
      • Coordinate tournament merchandise orders with JFG staff advocates
      • Place shipment orders with off-site warehouse
      • Act as the main contact with the warehouse staff
      • Maintain accurate inventories of all merchandise items
    • Manage shipment of merchandise items stored at the JFG office prior to each tournament
      • Create/update one-pagers for merchandise items to be used at tournament auctions/drawings
      • Coordinate shipments in conjunction with shipment of credit card slips to events
    • Distribute and track Certificates of Intent (COI’s)
      • Work with Fiscal department to carry out processes and policies in the management of COI delivery and redemption
      • Work with Fiscal to update the COI template annually, if needed
      • Distribute COI’s in a timely manner to qualifying tournaments
      • Work with JFG staff advocates to encourage COI collection at the event
      • Collect COI’s from the prize winners and ensure timely delivery of prizes
      • Track COI’s in EMS and communicate redemption status to JFG staff advocates on a bi-weekly basis to ensure all COI’s are redeemed
      • Report fundraising results from COI issued items
    • Manage tracking and distribution of all tickets/certificates from the JFG office
    • Manage the organization and accurate inventory of JFG on-site storage facilities
    • Other support as needed

    Event Equipment and Credit Card Processing

    • Manage all tracking, scheduling, reporting, and resources for JFG staff use of NCR Silver (credit card swiping/processing system) under the direction of Associate Director #2
    • Manage tracking and trouble-shooting of JFG’s electronic equipment: laptops, iPads, credit card swipers, wifi hotspots, etc.
    • Manage intern on credit card slip tracking, shipping, and processing

    Other projects/duties as assigned.



    Reports to Associate Director #1 and Assistant Director. Reports to the Assistant Vice President and Associate Director #2 on operational projects as assigned. Assumes indirect supervision of interns on a project basis. This position is programmatic in nature and a considerable amount of autonomy in decision-making and completing work-related tasks is required.



    Associate degree and/or administrative training degree required. As this level position is often considered a “base” for someone pursuing a Philanthropy career, a bachelor’s degree is preferred. 0-2 years of administrative experience.



    Detail oriented with excellent communication and organizational skills; possesses the ability to work well with all DFCI Departments and donor/volunteer constituencies; juggle multiple projects; communicate well and work independently in a fast-paced environment.

    Strong word processing/Excel skills and working knowledge of Microsoft Office are required.






    This position is located in Brookline, MA. There is some travel and attending events as well as off-site volunteer committee meetings on a regular basis. Requires light lifting for event set-up. Weekend and night work are required occasionally.


    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.


    We’re hiring! Learn more about working in the Division of Philanthropy and view all open positions.


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