Development Assistant, Jimmy Fund Golf Program

US-MA-Brookline
1 week ago
Job ID
2018-8909
Category
Development/Fundraising
Type
full time
Grade
17

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.

 

Responsibilities

GENERAL SUMMARY: 

The Development Assistant #2 is responsible for providing direct administrative support to the management team and the Jimmy Fund Golf Program as a whole.  

 

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. 

Responsible for assisting the entire Division with reaching financial goals.

 

Assist with all daily operations of the Jimmy Fund Golf business unit including but not limited to:

  • Manage schedule and expense report for Associate Director
  • Complete call reports, track donor visits, and update contact records for the management team and log in ClearView and EMS  
  • Manage all purchasing card reporting for management team
  • Schedule, prepare meeting agendas, and coordinate backup documentation for weekly, quarterly, and other meetings such as:
    • Prepare agenda and necessary reports for all meetings with Associate Vice President (AVP) of the Jimmy Fund
    • Prepare business reports
    • Prepare team meeting agendas
    • Prepare management team meeting agendas
    • Schedule meetings and book conference rooms for staff meetings and management team meetings
    • Schedule 1/1 meetings for management team
  • Keep detailed notes and action items for JFG at all meetings attended
  • Responsible for monthly, quarterly, and annual reporting of Donor Visit/Contact goals for entire Business Unit
  • Primary coverage for JFG staff phones and JFG general phone line
  • Manage the Jimmy Fund Golf Online Calendar, ensuring accuracy at all times
  • Track and report on Trustee involvement at JFG events
  • Manage the JFGOLF Event calendar in collaboration with advocates and enter data on website and EMS
  • Manages data integrity for the team and keeps all records up to date on shared drives, EMS, Clearview, etc.
  • Conducts annual EMS replications and manages process for team
  • Assist in tracking of all staff advocacy assignments for new and ongoing tournaments
  • Assist with in collection of upcoming year’s event dates and information
  • Staff attendance assignments for tournaments – Enter into EMS and update calendar
    • Communicate staff attendance assignments to all relevant DFCI staff and their assistants
  • Provide support for Development Communications/Marketing Projects
  • Provide back-up for other assistants with administrative duties when required and other administrative duties as assigned by management team 

Manage the Daily/Monthly Reconciliation of Golf Program’s Budget: 

  • Reconcile Golf Budget against Fiscal Budget reports each month and send misallocation requests as necessary
  • Input all purchases/invoices into PeopleSoft for approvals and manages payment
  • Main contact with Accounts Payable and Purchasing
  • Monthly meetings with Assistant Vice President to review budget reports
  • Prepare monthly expense reports for AVP & Associate Director
  • Reconcile purchasing cards (P-Cards) for management team
  • Assist with Cost of Funds Raised (COFR) reconciliations

3rd Party Support (Advocate)

  • Primary tournament contact (Advocate) for a limited portfolio of tournaments (miscellaneous) typically ranging from $5k-$20K
    • Assist Liaison with support for at least 2-3 larger/more significant JFG tournaments
  • The Advocate’s role includes:
    • Work under direction of Liaison (assigned) to ensure thorough support of tournament committee is delivered
    • Outreach to Miscellaneous Tournaments with information to join the program.
    • Keep records of suggested/implemented ideas to increase fundraising
  • Complete approximately 3-5 annual donor visits. Follow up each visit with a timely call report
  • Ensure compliance by Tournament Directors with JFGolf and DFCI policies/procedures
  • Follow up on new golf tournament inquiries as assigned, including mini golf
  • Attend select JFG events as assigned to provide logistical support
  • Assist Associate Director with internally managed Sunrise to Sunset Jimmy Fund Golf Tournament including all administrative support and recruitment 

Manage Online Programs for Golf Tournaments, including Sphere/Luminate Applications and NCR:

  • Manage timeline and resources for online registration pages with DevIS to ensure successful go live dates for select events
  • Assist team with the transition from Sphere to new online application (Luminate) in FY18/FY19.  Attend meetings as necessary and relay relevant information to JFG staff as appropriate
  • Research and promote alternate website options approved by Fiscal to increase on-line giving (ie: Weebly, Square, PayPal, etc.)
  • Manage roster of events and all resources for My Jimmy Fund online fundraising pages
  • Manage all tracking, scheduling, reporting, and resources for teams use of NCR Silver (swipe credit card processing system)
  • Manage tracking and trouble-shooting of JFG’s electronic equipment: Laptops, iPads, etc.
     

OTHER DUTIES AS ASSIGNED

 

SUPERVISORY RESPONSIBILITIES:

Reports to Associate Director. Reports to Assistant Vice President on some operational matters. Assumes indirect supervision of volunteers and interns. The position is also programmatic in nature and a considerable amount of autonomy in decision-making and completing work-related tasks is required.

 

Qualifications

MINIMUM JOB QUALIFICATIONS:

Bachelor’s degree required with minimum 0-2 years experience in events management.

 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Detail oriented with excellent communication and organizational skills; possess the ability to work well with all DFCI Departments and donor/volunteer constituencies; juggle multiple projects; and work independently in a fast-paced environment. Strong word processing and Excel skills and working knowledge of Microsoft Office are required.

 

PATIENT CONTACT:

No.

 

WORKING CONDITIONS:

This position is located in Boston, MA. Some travel, 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 is required occasionally.


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.

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