Position Summary:
Under general supervision and using independent judgment, the person in this position performs a set of diverse duties in support of the Mary Greeley Foundation, Volunteer Services and Older Adult Services. The primary responsibilities of this position include providing executive and administrative support, Foundation board and governance support and volunteer support.
Unit Specific Position Responsibilities:
- Provides administrative support for External Relations. This includes but is not limited to composing letters, reports, and presentations; managing incoming phone calls and email inquiries; opening and distributing mail; managing files; ordering supplies; coordinating maintenance of office equipment, and scheduling conference including set up, food, etc.
- Responsible for the Foundation/External Relations Executive Director’s calendar, correspondence, scheduling of meetings, travel arrangements and corporate charge account reconciliation and documentation.
- Represents the Medical Center to the public, receiving visitors to External Relations.
- Serves as a member of the team that maintains the Blackbaud database, processes gifts, and memberships. Takes responsibility for timely processing, acknowledgment, and confidentiality of information. Takes the lead on validation and acknowledgment.
- Performs Foundation Board of Directors recording secretary functions including:
- Maintaining communication with board members, handling all recordkeeping functions (board resolutions, board policies, etc.) and maintaining board records as required by law and/or policy.
- Preparing board agendas, assembling, and distributing board packets.
- Maintaining meeting agendas, taking, and preparing minutes for board meetings and board committee meetings.
- Developing board calendar and work plan with Executive Director.
- Coordinating new board member orientation including materials.
- Administrator for the Foundation’s electronic board portal including:
- Providing portal training to board members and other users
- Maintaining home page, directory, resource library, calendar, and committee folders.
- Provides support for the donor and memorial recognition programs.
- Assists with External Relations events.
- Provides Volunteer Services support including:
- Maintaining the Volgistics database, ensuring all data is organized, accurate, and supports users of the system.
- Assisting with volunteer annual education and annual evaluations.
- Coordinating the onboarding process for new volunteers and offboarding of volunteers who resign.
- Assisting with compliance with applicable governing bodies pertaining to volunteer files.
- Assisting with volunteer needs of other departments.
- Providing daily support for volunteers.
- Coordinating, training, overseeing, and evaluating volunteer performance for select volunteer assignments.
- Instills a culture of customer service by emphasizing responsiveness, resourcefulness, follow-through, accuracy, timeliness, and accountability. Responds promptly to concerns of volunteers, patients, families, employees, physicians and other customers.
- Performs other duties as determined necessary for meeting organizational goals.
Required Qualifications (Including any licensure, certification, education):
- Associate degree
- A minimum of three years of applicable experience
- Must be able to work flexible hours including occasional evenings and weekends
Preferred Qualifications:
Required Knowledge, Skills & Experience:
- Experience with Microsoft Office products including Word and Excel.
- Ability to manage multiple work demands with minimal supervision.
- Highly organized with strong time management skills and attention to detail.
- Excellent interpersonal skills with ability to be flexible and adaptable to change.
- Exceptional writing, editing and proofreading skills.
- Demonstrates a high level of professionalism with the ability to use discretion and maintain sensitive/confidential information.
- Track record of demonstrating sound judgement by making appropriate decisions and knowing when to take initiative.
Preferred Knowledge, Skills & Experience:
- Experience in a foundation or similar non-profit office setting.
- Experience with Raisers Edge, Volgistics or similar non-profit database software.