at SSM Health St. Mary's Hospital in Mt. Vernon, Illinois, United States
Job Description
Job Summary:
Responsible for administrative support of activities related to gift/contribution recording, and for Event Planning and sponsorship solicitation. Takes independent initiative in maintenance of donor database, deposits, records, gift receipts/acknowledgements, and pledge recording/reminders. Ensures reconciliation of gifts, pledges, deposits, and bank, investment, and trust accounts with accounting department. Organize and administer multiple programs supported by the foundation. Those programs may include fundraising activities, administration of programs, and may include annual campaigns. This position may also work closely with market and communications.
Job Responsibilities and Requirements:
PRIMARY RESPONSIBILITIES
- Maintains accurate and complete records on all donors and prospective donors, including database and paper files. Records all gifts and pledges in database and hard files. Follows up within 48 hours of receipt.
- Supports the increase of revenue of and participation growth in assigned events. Provides assistance and/or information as requested by hospital staff, foundation board, other departments, or donors, as related to gifts, campaigns, funds, special events, and financial information. May attend and assist, as needed, in meetings and various committees. Coordinates event planning.
- Works collaboratively with Board members, staff and volunteers to cultivate donors and solicit individual and corporate contributions and sponsorships for assigned events. May assist with press releases, newsletters, and social media updates. Provides program reports to board members. Transcribes Foundation Board meeting minutes.
- Assists in the procurement of donations, silent auction items and in-kind items or services. Processes memorial donations. Assists in planning and executing direct mail campaign, and special events and other activities as requested. Work with system finance on check requests from restricted funds, and on 990 end of the year reporting. Develops and oversees production of appropriate fundraising activities as needed. Identifies, writes and/or coordinates proposals for corporate sponsorship of events. Evaluates current sponsorships and initiate new opportunities for sponsorships.
- Assists with research, site visits, selection of and contract negotiations with third party vendors; also to include audio/visual, catering and decorations with events. Recruits, coordinates and support events, vendors, volunteers and related special event committees.
- Ensures appropriate recognition for donors by preparing timely gift/pledge acknowledgments and maintaining accurate donor listings for recognition walls, publications, and the like within 48 hour time line. Prepares thank you letters for donors and volunteers as necessary.
- Monitors status of donor pledges, prepare monthly invoices and renewal letters as needed to maintain continued donor support. Maintains all board files and minutes. Plans and coordinates board level meetings and retreats. Completes all minute correspondence within one week of meeting. Organizes board records and information.
- Coordinates records for bank, trust and investment accounts for the Foundation, including all wire transfers and related payments. May prepare deposits and reconcile with bank statements and department database. Reconcile gifts, pledges, deposits, and bank, investment, and trust accounts with accounting department. Answers all initial calls into Foundation, organizes and tracks all financial assistance.
- Program Management/Grant Administration: Works with social workers and care team leaders to fill field requests. Oversee program deployment from project requests to agencies and fulfillment and payment. Work with a wide variety of vendors, agencies and organizations to fill specific financial requests including patient and family emergency assistance and wish fulfillment.
- Performs other duties as assigned.
