American Thoracic Society

Coordinator, ATS Foundation

US-NY-New York
2 months ago
ID
2017-1023
# of Openings
1
Category
Administrative/Clerical

Overview

Coordinate and provide administrative support for all Foundation work. This includes assisting with event logistics, coordination of Conference-related Foundation activities, developing meeting materials for the Board of Trustees, scheduling conference calls and managing the donor database. Reporting to the Foundation Manager, Operations and Communications.

Responsibilities

 

  1. Assist with logistics related to the Research Program Benefit
  • Benefit invoicing and guest lists.
  • Manage production of the Breathing for Life Award and Research Program awards.
  • Create table tents and event signage.
  • Prepare in-house mailings.
  • Create email lists and mailing lists.
  • Work with the Foundation Manager in the creation of eblasts, including production management to check accuracy.
  • Track benefit ticket packages and prepare reports for Director.

 

  1. Assists the Foundation Manager in overseeing the Donor Appreciation Suite
  • Determine special amenities for suite.
  • Determine and order food, beverages, and furniture.
  • Recommend plan to decorate suite working with Meeting Services, PSAV, and Freeman.
  • Promote suite benefits to donors and non-donors.

 

  1. Manage Social Media Outreach
  • Develop content for social media including text, graphics and scheduling, working with the Social Media Manager.
  • Develop content for CFC campaign, including text, graphics and scheduling.
  • Track social media response.

 

  1. Funds for the Future Annual Campaign Projects:
  • Prepare in-house mailings.
  • Develop and implement Giving Tuesday materials.
  • Create email lists and mailing lists.
  • Work with the Foundation Manager in the creation of eblasts, including production management to check accuracy.
  • Track Funds for the Future telemarketing results and facilitate pledge fulfillment.
  • Assists with the Annual ATS Staff Giving Campaign.

 

  1. Support Foundation Director with Major Gift/Donor Related Projects
  • Create lists and reports needed for major gifts, planned giving, Breathing for Life Award, Board of Trustees giving, and Board of Trustees solicitation assignments.
  • Create kits for prospect meetings.
  • Prepare mailings for specific prospects.
  • Conduct prospect research using Salesforce, web searches, and other tools.

 

  1. Foundation Administrative Activities
  • Provide customer service to donors.
  • Manage donor preferred housing for the ATS International Conference, working with Meeting Services.
  • Write call summaries for trustee meetings.
  • Manage scheduling for trustee and working group meetings.
  • Manage meetings at the Summit and international conference, working with Meeting Services.
  • Prepare materials for all trustee meetings, including calls, the Summit, and the international conference.
  • Prepare materials for Director’s meetings and correspondence.
  • Work with the Director and Foundation Manager in the creation of word documents, excel documents, and PowerPoint presentations.
  • Create specialty donor and member reports under the parameters developed by the Director and Foundation Manager.
  • Execute CFC application.
  • Execute state registrations.
  • Create annual Honor Roll of Donors, broken down by giving level.
  • Process gifts and acknowledgements promptly and accurately.
  • Process matching gifts.
  • Perform data entry promptly and accurately.
  • Submit invoices to Finance working with the
  • Perform general administrative duties including maintaining the shared drive, photocopying, and filing.

 Measures of Accountability:

  • Items 1-4, staff must develop a project plan that identifies goals and determines timelines and tactics for executing plan.
  • Items 1-6, staff maintains error-free database, results tracking, and correspondence.
  • Items 1-6, staff demonstrates leadership and creativity by taking initiative, anticipating problems, and advancing solutions.
  • Items 1-6, staff completes projects upon deadline.

Qualifications

 

  • Bachelor’s degree with a minimum of one to three years of administrative experience, preferably in a development, marketing, or nonprofit environment.
  • Ability to work autonomously, as part of a team, and across departments.
  • Ability to shift gears and prioritize among projects.
  • Strong organizational, planning, and time management skills.
  • Excellent writing skills.
  • Articulate in communicating with researchers, clinicians, and other professionals.
  • Ability to analyze, problem solve, and attention to detail are all required.
  • Computer proficiency in Word, Excel, PowerPoint, and databases (Salesforce preferred).
  • Grant writing experience (strongly preferred).

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