Coordinator, GUMC Engagement & Annual Giving - Office of Advancement
Posted on Nov 11, 2018 by Georgetown University
Coordinator, GUMC Engagement and Annual Giving - Office of Advancement
The Office of Advancement supports the mission of Georgetown University, its faculty, and students by developing relationships with key constituencies, connecting with alumni, and working with donors to help them know and understand opportunities for partnership with the university.
The Coordinator is responsible for assisting and supporting the director and team of GUMC Engagement & Annual Giving. The primary purpose of the team is to raise current use funds used to support scholarship and research at Georgetown University Medical Center and engage alumni and constituents to build awareness and support for these efforts. The Coordinator supports the day-to-day activities of the engagement and annual fund office by providing direct customer service for constituent community as well as internal colleagues and logistical support for the director and overall team. These activities include, but are not limited to, donor follow-up, scheduling meetings, budget tracking and preparation, data reporting and analysis, day to day customer service, meeting minute preparation, and stewardship coordination. The team interacts with a variety of internal and external constituents to reach its goal. As such, the Coordinator must maintain a high degree of professionalism and acumen in dealing with various stakeholders. Duties include but are not limited to:
Logistical Support/Customer Service
- Schedules appointments and meetings and make travel arrangements.
- Provides donor support over the telephone.
- Day to day budget tracking and support for 5 budgets..
- Submits and track requisitions and purchase orders.
- Processes vendor contract requests and expenses.
- Prepares and coordinate meeting materials, minutes and reports.
- Manages the Medical Student Alumni Ambassador (MSAA) program including recruiting and marketing, and coordinating students to volunteer and attend Medical Reunion and Alumni Association events.
- Coordinates Dine with a Doc program to include Alumni Dinners and Lunch with a Doc partnering with MSAA to promote engagement between Alumni and current medical students.
- Coordinates responsibility of office for Welcome Back Orientation, Love a Med Student Day, MATCH and Convocation.
- Recruits and works with student volunteers for Fourth Year Class Gift Program and associated events.
- Meets goal of high 90% giving by class as one key metric.
Data Reporting & Benchmarking
- Requests and produce computer reports including generating Daily and Monthly Gift Reports.
- Inputs data and key information in to Gambit, PRM and data tracking.
- Assists in tracking touch points and contact with alumni.
- Surveys post events and activities and prepare reports for review.
- Prepares items for Georgetown Today, GUMC Update & other publications as needed.
- Handles preparation/mailing of invitations and follow up mailings as required.
- Takes and manages RSVPs as necessary.
- Sends newsgathering forms to volunteers/Records/Alumni records for appropriate follow-up.
Fund Raising Support
- Manages the annual fund stewardship process & track all acknowledgements.
- Follows up with annual fund donors to verify giving information as needed.
- Coordinates donor campus visits as needed.
- Organizes various stewardship activities such as Warwick Evans Reception by creating invitations and invitation lists, reserving space, handling arrangements, etc.
Bachelor's degree required
- One to two years in professional office environment, may include internships
- Proficient in standard computer applications (MS Office, e-mail, internet). Also data base and spreadsheet computer application
- Experience working with volunteers and alumni relations a plus exceptional conceptual and analytical ability
- Proven experience managing multiple, competing priorities while working towards an established goal
- Experience with solutions-focused problem solving and thinking through problems creatively
- Excellent communication skills, both written and verbal; attention to detail; strong collaborative skills
- Proven ability to meet and exceed goals priorities simultaneously, and consistently meet all deadlines
- Able to assimilate data, exercise sound judgment and discretion, and work independently. Must be able to lift/carry boxes
- Accuracy in materials preparation, dependability, and ability to maintain confidentiality are required
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