Charitable Advisors LLC
  • 26-Mar-2018 to 25-Apr-2018
  • - Riverview Health Foundation
  • Noblesville, IN, USA
  • Part Time

This position provides administrative support to the Executive Director, Volunteer Services & Events Manager, Philanthropy Officer and Foundation Board of Directors.  This position is also responsible for all donor entry and database administration for Foundation database DonorPerfect.

Riverview Health Foundation creates meaningful charitable opportunities in support of Riverview Health to advance our community's health and quality of life now and in the future. Our donors are partners in saving and changing lives in our community through their charitable giving.

POSITION SUMMARY
• Maintains database and provides administrative support to the Executive Director, Volunteer Services & Events Manager, Philanthropy Officer and Foundation Board of Directors.

JOB DUTIES AND RESPONSIBILITIES
• Records and prepares receipts of gifts and pledges daily and prepares acknowledgements within 48 hours of contributions and tribute gifts in current Donor Data base system.
• Enters additions, changes, deletions and other information with 95 percent accuracy in database.
• Determines database codes for each contribution.
• Creates cash, pledge, and edit lists.
• Prepares notification cards for commemorative gifts within 48 hours of receipt of gift and mails letters.
• Develops fund files and liability files as required.
• Accommodates special requests related to gift processing.
• Researches matching gifts and processes as required.
• Researches and resolves problem gifts.
• Prepares weekly reports.
• Prepares monthly gift reports by categories and by amounts.
• Develops and maintains system for tracking pledges.
• Produces and mails pledge reminders monthly.
• Monitors delinquent pledges by producing delinquent pledge report; alerts Executive Director and Philanthropy Officer to donors who fail to respond to pledge reminders after third pledge reminder sent.
• Makes adjustments to pledge records as required.
• Produces and mails end-of-year gift reports for donors.
• Maintains accurate mailing lists and processing of publications for event mailings.
• Adds, deletes and corrects names and addresses from mailing lists as necessary daily.
• Enters note or contact on donor "Comments Screen" as requested.
• Identifies and researches donor prospects.
• Coordinates mailings with Foundation Staff.
• Types and mails manager's letters; runs donor list for golf invitations, post cards and for other major events.
• Provides accurate lists of prospects.
• Provides accurate lists of donor records (current gifts, upgrades, write-offs).
• Provides accurate lists for committees' to review donor/prospect history.
• Provides current prospect lists for donor cultivation events.
• Coordinates Board of Director meetings schedules and provides adequate notice to Board Members, and staff of special and regular governing body meetings.  Tracks RSVP for Board meetings.
• Schedules Foundation subcommittee meetings and sends notices and tracks RSVP's.
• Prepares and distributes agendas and supporting documents, attends meetings, secures required signatures and maintains original official corporate minutes in a permanent chronological order.
• Opens mail, schedules appointments and provides secretarial support to Foundation staff as appropriate.
• Organizes a yearly calendar of schedules for Board and committee meetings and maintains calendar appointments for all Foundation and administrative staff as appropriate. 
• Assists in scheduling meetings/appointments for Executive Director, Volunteer Services & Events Manager and Philanthropy Officer as appropriate
• Performs a broad range of duties related to the smooth operation of the Executive Office; responsible for ordering supplies, foundation materials including letterhead, brochures, and envelopes.
• Must assist with recording and updating payroll deductions.
• Review obituaries daily through The Indianapolis Star website to compare with donor database.
• Must assist with other duties and projects as required.
• Must maintain a high level of confidentiality at all times regarding donor/prospect information.
• Must comply with all applicable policies and procedures, including, but not limited to: all departmental and functional policy and procedure, maintaining acceptable attendance records, arriving for duty punctually, and following dress code.
• Codes invoices and submits to Executive Director for signature and then sends to Fiscal Services.
• Assists in the coordination and/or completion of special projects as directed.
• Must participate in performance improvement activities as requested.
• Other duties as assigned.

EDUCATION AND EXPERIENCE
• Level of Education
 o Minimum: High School Diploma or equivalent
 o Preferred: Bachelors Degree
• Level of Experience
 o Minimum: 4 years record keeping, data entry, accounting, customer relations, event management and sales. Must be proficient in Word, Excel and other related software programs.
 o Preferred: DonorPerfect or other donor database experience preferred.

KNOWLEDGE AND SKILLS
The employee must be able to demonstrate the knowledge and skills necessary to carry out his/her role in the management of information. The employee's role includes that of collector, and/or enterer of data and/or information. Requires excellent interpersonal skills to relate effectively and compassionately with staff, board and committee members, and volunteers. Must be able to communicate effectively, both verbally and in writing. Must be able to relate effectively as a team player. Must adapt to change well and work closely with other team members through any transition phases. Must demonstrate good organization skills and ability to set priorities. Must have knowledge of PC and software applications. Must have data entry skills. Must be able to demonstrate a high degree of independent access to confidential organization information and must be able to handle such information appropriately. Uses some independent judgment in setting priorities. Works independently with little supervision. Must ensure compliance with state, federal and local requirements.

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