Previous Job
Associate Director - 18-01167
Ref No.: 18-01167
Location: Boston, Massachusetts
Position Type:Right to Hire
Start Date: 05/07/2018
GENERAL SUMMARY/ OVERVIEW STATEMENT: Summarize the nature and level of work performed.  

Reporting to the Associate Director, Gift Administration, the Coordinator, Gift Administration will be responsible for producing daily donor acknowledgment letters and with the recording of offline and online charitable gifts for Brigham and Women's Hospital (BWH) and Brigham and Women's Faulkner Hospital (BWFH).

PRINCIPAL DUTIES AND RESPONSIBILITIES:   Indicate key areas of responsibility, major job duties, special projects and key objectives for this position.  These items should be evaluated throughout the year and included in the written annual evaluation.
  • Responsible for the daily production of the automated, donor acknowledgement letters and charitable tax receipts by working closely with the Stewardship, Information Services, and various fundraising groups within the BWH Development Office. Letters follow a clearly defined process, and accuracy, timeliness, and strong attention to detail are critical components of departmental success.
  • Responsible for the day-to-day processing of philanthropic gifts, including but not limited to the following:
    • Accurately process new gifts, pledges, and pledge payments made by check, wire, credit card and other methods into the Raiser's Edge™ fundraising database for BWH and BWFH, and in concert with all Partners Healthcare Gift Acceptance policies, BWH gift procedures, and IRS guidelines.
    • Process Lockbox gifts received daily from Client
    • Perform Batch and Gift Reconciliation tasks as per documented Department procedures
    • Scan all gift and batch documentation and shred original documents
    • Periodically shred files in concert with the Partners File Storage Policy
    • Other duties as assigned
  • Maintain high level of accuracy and integrity with all data entered into Raiser's Edge:
    • Create new constituent records for BWH and BWFH as requested
    • Update and maintain addresses when mail is returned from Post Office as undeliverable
    • Mark records deceased
    • Link gifts to Soft Credit recipients and proposals as required
    • Organize and Scan batch files
    • Merge records as needed
  • Provide professional, timely, accurate responses to internal and external requests for information relating to tributes, gift entry and solicitations. Escalating calls as needed.
  • Performs related duties to advance gift administration as requested. 
For all positions that include direct patient care, indicate with an "X” the age(s) of all patient populations served
No Direct Patient Care     X    
All age groups   Adolescence (13 to 17 years)  
Neonates (birth to 1 month)   Young Adult (18 to 25 years)  
Infant (1 month to1year)   Adult (26 to 54 years)  
Early Childhood (12 months to 5 years)   Senior Adult (55 to 64 years)      
Late Childhood (6 to 12 years)   Geriatric (65 years and up)  
QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
  • Bachelor degree required, with 2-4 years of experience preferred.
  • Accounting and/or Finance experience a strong plus
  • Detail oriented critical thinker with strong analytic problem-solving skills
  • Energetic team player; flexibility in work style and proven experience with multitasking.
  • Enthusiastic attitude and an appreciation for a fast-paced, professional environment.
  • Sincere interest in systems and the use of data to drive business performance.
  • Previous experience with Raiser's Edge, PledgeMaker, Advance, or equivalent Fundraising system preferred.  
SKILLS/ ABILITIES/ COMPETENCIES REQUIRED: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
  • Excellent oral and written communications skills
  • Superb organizational skills with meticulous attention to detail
  • Strong computer and Microsoft Products literacy required