The Gift Planning Assistant provides administrative support to the Gift Planning team. Primary responsibilities include, but are not limited to drafting, reviewing, and/or editing letters and communications; scheduling and confirming meetings as well as Hospital tours; assisting with departmental mailings; and maintaining electronic and paper files for Gift Planning prospects, donors, and advisors, as well as lists for different constituent segments. The Gift Planning Assistant performs a wide variety of routine and non-routine job functions.
GENERAL POSITION DUTIES AND RESPONSIBILITIES
Create lists and reports from the Raiser’s Edge database.
Develop, organize, and maintain lists of donors and prospects.
Assist the Donor Relations team with execution of stewarding/prospecting events.
Ensure that Gift Planning donors receive birthday and holiday greetings.
Set up and confirm meetings with prospects/donors.
Manage allied professionals lists and assist the Gift Planning team with professional seminar marketing and events.
Responsible for administrative needs of the Gift Planning team including scheduling team meetings, managing the team task list and calendar.
Responsible for updating and creating records in the Raiser's Edge database to reflect recent donor meetings, gift discussions, and outreach efforts.
Draft correspondence, briefings, and presentations per the Foundation and Hospital branding requirements.
Assist in drafting, reviewing and editing communication documents.
Point of contact for the Gift Planning marketing service (scheduling of copy deadlines, tracking expenditures, and other issues that may arise).
Coordinate donor/advisor meetings and hospital tours.
Complete expense reports and assist with updating the departmental budget tracker.
Format, address, and mail letters and proposals. This includes mail merges and the tracking of certified/return receipt mail.
Photocopy/scan correspondence and maintain electronic and physical filing systems.
Answer all calls, take messages, and track all thank you calls and donor tour offers.
Recommends new approaches, procedures and processes to effect continual improvements in efficiency of department and services performed.
Regular and predictable attendance is required.
NOTE: We are a dynamic organization in a rapidly changing industry. Therefore, the responsibilities associated with this position will change from time to time in accordance with LPFCH’s business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.
EDUCATION, SKILLS AND EXPERIENCE
Required: A college degree or equivalent experience
SKILLS, EXPERIENCE AND JOB RELATED REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
2+ years’ experience providing exceptional administrative support to teams.
Exceptional writing and editing skills to draft and format business letters and memos.
Ability and willingness to perform a high volume of data entry work with precision and accuracy.
Highly organized with meticulous attention to detail.
High level of productivity, initiative, and excellent judgment.
Ability to exercise good judgement and handle confidential and sensitive information with the utmost discretion.
Ability to handle multiple projects simultaneously in a fast-paced and busy environment.
Demonstrated ability to work collaboratively with a diverse staff across an institution; strong team player with recognized leadership capacity and excellent interpersonal skills.
Excellent verbal and written communication skills, including ability to communicate directly and effectively with others.
Tactfulness, flexibility, and creativity are essential in working with diverse population groups (constituents, physicians, faculty, staff, vendors, etc.).
Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint.
A demonstrated ability to produce high quality work with minimal errors when performing a variety of functions such as typing, text editing, data entry, file management, and calculations is required.
Ability to work independently in a team environment.
Proven ability to be resilient and adaptable in the face of changing priorities.
A genuine interest in children and their health.
Experience using fundraising database software such as Raiser's Edge.
Previous experience in gift planning for a non-profit organization.
Prior experience in development or financial services is a plus.
PHYSICAL REQUIREMENTS The physical requirements described here are representative of those that are typical in our work environment (with or without accommodation) and may not apply to every position.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is frequently required to sit, talk, and hear. The employee is frequently required to use head and neck in a static position, twisting, and looking in all directions to include up and down.
The employee is frequently required to stand, walk, use whole hand to include fine finger dexterity, reach with hands and arms and crouch.
The employee may occasionally be required to lift and move up to 15 pounds.
Specific vision abilities that may be required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Typical job duties that may require the above physical abilities include:
Conducting presentations while seated or standing, walking to meetings, sitting at a desk, participating in business conversations, filing or retrieving files, reports and books from desks, cabinets, overhead shelves and low drawers, opening and closing drawers, cabinets and doors, Using a PC mouse and keyboard, viewing PC screens and focusing between reading materials and the PC screen, engaging in business writing, reading business related materials, viewing visuals for meetings and interpreting report data by color, answering and operating a telephone manually or using a headset, operating business machines to include telephones, PC’s printers, copiers, mailing equipment
WORKING ENVIRONMENT The characteristics of the work environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Employee will be exposed to mild to moderate stress levels associated with the performance of the job duties described above. There may be extended periods of computer and telephone use while performing job duties. Employee will be intermittently seated, standing and/or walking during the course of a normal business day. Some local travel using the employee’s own vehicle or other mode of transportation is required. Some long distance travel may be required.
While the noise level in the work environment is usually low to moderate, as with most work environments employees will be exposed to routine office noise including office machines, phones, conversations between employees and/or constituents and visitors in the general office open spaces, offices, conference rooms, on phones and in break rooms.
As with any office environment, inside office temperatures may fluctuate and although we use Cal OSHA standards for temperature control, not all employees may find the temperature in their work area to be what they would prefer. Employees should dress appropriately for the temperature in their work area.
Our work environment consists of offices and cubicles, some of which are shared by two or more employees. Office and cubicle assignments change from time-to-time and employees should not have any expectation that any assignment is permanent.
***The above statements reflect the general details necessary to describe the principle functions of the position described and shall not be construed as a detailed description of all work requirements that may be inherent in the position. Other work may be assigned ***
The Lucile Packard Foundation for Children’s Health is an equal opportunity employer and as such is committed to equality of opportunity for all its employees. Reasonable accommodation will be considered for employees requiring such to perform the essential functions of this position.
HOW TO APPLY
Apply online by submitting a cover letter and resume. Lucile Packard Foundation for Children's Health 400 Hamilton Avenue, Suite 340 Palo Alto, California 94301 Fax (650) 498-7738 https://www.lpfch.org/
The Lucile Packard Foundation for Children’s Health is an equal opportunity employer. Women, minorities, veterans and persons with disabilities are encouraged to apply.