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Regional Administrative Gift Assistant

4 months ago

Waterbury, United States Hartford HealthCare Full time

Description

Job Schedule: Full Time
Standard Hours: 40
Job Shift: Shift 1
Shift Details: 50% Hartford Hospital, 50% Charlotte Hungerford

Work where every moment matters.

Every day, over 30,000 Hartford HealthCare colleagues come to work with one thing in common: Pride in what we do, knowing every moment matters here. We invite you to become part of Connecticut’s most comprehensive healthcare network.

Hartford Hospital is one of the largest and most respected teaching hospitals New England. We are a Level 1 Trauma Center that provides cutting edge treatment to its patients. This is made possible by being home to the largest robotic surgery center in the Northeast and the Center for Education, Simulation and Innovation (CESI), one of the most-advanced medical simulation training centers in the world. When hospitals cannot provide the advanced care, expertise and new treatment options their patients require, they turn to us.

 

 

Job Summary

Responsible for gift entry, acknowledgement and reconciliation process for all donation avenues for Charlotte Hungerford Hospital, Hartford Hospital and Hartford HealthCare Philanthropy totaling $19-$22 million; independent management of specific philanthropy projects; selected Raiser’s Edge maintenance and reports; selected administrative support to the Director of Operations, Director of Philanthropy, Special Events, Major Gift and Development Officers.  Physical time split up to 50/50 between HH and CHH.

 

 

Job Responsibilities:

 

·       Independent data entry and batch gift recording of all outright gifts, pledges and payments.

  • Responsible for processing of over 15,000 gifts/pledges, totaling $19-$22 million per year for Charlotte Hungerford Hospital, Hartford Hospital and Hartford HealthCare; includes Annual Campaign, Memorial, Major Gifts, Grateful Patient, Estates/Trusts, Grants, Corporate, Matching Gifts, Gift in Kind, Community Fundraisers, Events, Golf Tournament and Black & Red donations. Adheres to department process that all gifts are to be entered within 24 hours of receipt and acknowledged within 48 hours of receipt.
  • Pick up checks from mailroom, sort mail and open all gift envelopes addressed to Philanthropy office. May require significant research and follow up to ensure donation is processed correctly.
  • Use Raiser’s Edge Constituent Management to enter new donors and/or update donor information, Batch to record gift information and run a batch report, Query to run a query for the daily acknowledgements, and Mail to export the data file to MS Word.  Produce the acknowledgement letters in MS Word, and edit letters as needed. Responsible for data cleanliness of over 125,000 constituent records.
  • Process all on-line gifts through multiple avenues (external Philanthropy websites, third-party platforms).

 

·       Role: Database Administrative Support

  • Maintain up-to-date constituent coding in Raiser’s Edge; request updated reports at least annually from the Medical Staff Office and HHC administration to update medical staff coding and regional board information.
  • Receive and process all returned mail according to established procedures.
  • Maintain and update constituent records; clean up duplicate records; identify and notify Director of Operations of records to be merged; primary support for all database cleanup projects
  • Continuously evaluate gift entry and general database processes to ensure efficiency and make recommendations for changes or improvements.
  • Manage monthly patient acquisition mailing and email; includes pulling multiple constituent reports to compile suppression file, working with external mail house to provide mailing materials and files, and creating email message and list.
  • Administrative assistance for the Colleague Giving Campaign; including but not limited to sending bi-weekly New Employee Orientation email solicitations, acknowledging new employee donors, submitting payroll deduction forms, processing bi-weekly EGC and Colleague Assistance fund batches, and sending yearly tax statements.

 

·       Role: Administrative support for the Special Events team

  • Manage all gift, sponsorship, ticket and event-related donations, as referenced above.
  • Work in tandem with the Black & Red team for select event support; including but not limited to inputting sponsorship opportunities and actions in Raiser’s Edge, invoice management, HealthCare Hero initiative management, weekly check and balance of sponsorship and ticket purchases, and any other tasks as needed.
  • Work in tandem with the Charlotte Hunger Golf Tournament team for select event support; including but not limited to inputting sponsorship opportunities and actions in Raiser’s Edge, Game of chance prize recording, event committee tracking and outreach, and any other tasks as needed.

 

·       Role: Assist with stewardship of funds, donors and gifts

  • Primarily responsible for answering Philanthropy main telephone line; answer phone calls and emails promptly and effectively according to our service excellence guidelines.
  • Be aware of donors and prospects; be attentive to their calls or visits and provide help when needed.
  • Record constituent actions in Raiser’s Edge for the benefit of department staff; accuracy of conversation and required next steps is paramount.
  • Respond to all requests for information and follow-up according to internal policies (i.e. forward information to appropriate staff and/or departments)
  • Management of monthly pledge reminder process, confirming data and reporting to ensure donor reminders are professional, timely, and accurate.

 

·       Role: Administrative Support to the Directors of Philanthropy, Major Gift and Development Officers

  • Administrative support to Charlotte Hungerford and Hartford Hospital with tasks such as meeting set-up, calendar management, and budget line tracking including invoice submissions and management of senior fundraisers expenses and reimbursements.   
  • Select administrative support to the Planned Giving Program, including but not limited to Raiser’s Edge program coding maintenance, report creation, coordination of hard-copy mailings and email blasts, and website updates.
  • Select administrative support to the Major Gift Program, including but not limited to cash and funds raised/pledge report tracking, sending of pledge reminders, NXT proposal maintenance, coordination of specialty fundraising initiative outreach, and other tasks as needed. 

·       Role: Manage Memorial/Tribute Gift Program

  • Check obituary pages daily for donors who have passed away and for those who have designated Charlotte Hungerford Hospital, Hartford Hospital or Hartford HealthCare to receive memorial contributions.  Update RE files to reflect deceased, next-of-kin and create any relationship links.  Copy obituary into media tab.
  • Set up memorial files as needed and send a condolence letter to next-of-kin.
  • Assist next of kin with any questions about memorials, appropriate obituary wording/designation, etc.
  • Produce and mail tribute notification letters to next-of-kin on a bi-weekly basis.
  • Purge files annually according to Honor/Memorial file Purge procedure.

 

·       Role: General Department Support

  • Primarily responsible for remote deposit station and all supplies.
  • Maintain daily gift batch files for audit purposes, including electronic files of acknowledgement letters.
  • Annually purge batch files according to the record retention policy; periodically purge electronic files.
  • Be aware of supply on hand for letterhead, envelopes and forms used in this area; notify on a timely basis prior to re-ordering items so that copy changes can be made, if needed; recommend copy changes.
  • Act as point person for office supplies and any issues with the office copy machine.

 

Qualifications

·       High school diploma, Bachelor’s degree in related field preferred

·       3-5 years administrative support experience

 

We take great care of careers.


With locations around the state, Hartford HealthCare offers exciting opportunities for career development and growth. Here, you are part of an organization on the cutting edge – helping to bring new technologies, breakthrough treatments and community education to countless men, women and children. We know that a thriving organization starts with thriving employees-- we provide a competitive benefits program designed to ensure work/life balance. Every moment matters. And this is your moment.