Department/Unit:
Development
Work Shift:
Day (United States of America)
Salary Range: Min. $19.79/hr - Max $33.10/hr
The Administrative Coordinator plays an integral role in the success of programs within Individual Giving and is responsible for assisting the Assistant Vice President and members of the team with executing all tasks related to the administration and management of the programs. As a key member of the office, the Administrative Coordinator will support a diverse team of gift officers and our annual giving program by proving support such as: meeting materials for prospective donors, budget tracking and reconciling of travel and donor-related expenses; scheduling volunteer engagement meetings and producing correspondence; communicating with donors and potential donors, assisting with mailings and planning events, maintaining database for donor and prospect tracking; and organizing receptions, recognition and education-related events.
The Administrative Coordinator will also work closely with Albany Med’s AVP and our Director of Grateful Families and Patients with respect to Clinician Leadership in Philanthropy outreach including our Champion Pin program, facilitating toy donations to the children’s Hospital, and managing our Toy Room. Assists with planning events, lectures, meetings, communications, and stewardship activities.
We are seeking a detail-oriented candidate with project management expertise, customer service experience, and strong time management skills. This position has multiple competing work demands and requires adaptability, well-developed prioritization and organizational skills, and the ability to work independently and within a team.
Specific Responsibilities
- Maintain a level of confidentiality regarding personal and financial information of donors and all work activities designated as confidential.
- Manage the calendar and correspondence for the AVP for Individual Giving, interacting with both internal and external executives and assistants, as well as constituents, to schedule a variety of meetings.
- Assist both the AVP and Director of Grateful Patients and Families with administrative support for the Champion Pin and Clinician Leaders in Philanthropy Programs. This includes managing referrals from clinicians, tracking prospects and contacts, organizing tours, events, lectures, generating program reports, overseeing printed materials.
- Schedule and support the planning of donor visits and/or travel arrangements for the gift officer team, including preparations and follow up activities related to prospect visits and other events at Albany Med or other locations.
- Support solicitation and donor mailings.
- Assist in planning donor or philanthropy program events.
- Prepare and properly format written correspondence, reports, memos, etc.
- Maintain ongoing prospect and financial reports independently and working with database staff.
- Manage cost center budget, travel and expense reports, invoices and reimbursements through WORKDAY.
- Represent the Foundation at internal and external events, in the community, and among peer professionals in a manner that generates respect and goodwill and contributes to Albany Med’s reputation as a healthcare facility of distinction.
- Maintain current activity in the Raiser’s Edge database.
- Provide administrative assistance across teams and other duties as assigned.
Qualifications
Must possess a minimum of a Bachelor of Arts or Bachelor of Science Degree and a minimum of three to five years’ experience within a professional organization. Strong computer skills are required. Knowledge of Microsoft mail merge is essential. Experience with Raiser’s Edge preferred.Must be highly organized, able to pursue multiple tasks simultaneously and can communicate effectively, both orally and in writing, with a high degree of professionalism and maturity. Must demonstrate the qualities of flexibility, creativity, diplomacy, initiative, organization, and teamwork. This person must be customer service oriented, able to prioritize, work under pressure and meet deadlines.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Occasional evening and weekend work may be required. No travel required outside of the region.
The Administrative Coordinator must possess excellent written and interpersonal communication skills, energy, enthusiasm, creativity, and the ability to work in a team atmosphere. Attention to detail, customer service, organization, and the ability to prioritize are essential. This position requires considerable external visibility and a minimum amount of overtime. Professionalism and diplomacy always is essential.
Thank you for your interest in Albany Medical Center!
Albany Medical is an equal opportunity employer.
This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:
Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.
