Job Description

Job Details

The Planned & Major Giving Coordinator works in coordination with the Director of Planned and Major Giving Operations to ensure success of the planned and major giving program. The Coordinator is responsible for supporting the different aspects associated with core day-to-day operations for the planned and major giving department and planned giving marketing program including, but not limited to, answering department central phone line and inbox, updating database records, tracking and assigning leads, processing donations, as well as providing support to the planned and major giving team staff. The Planned and Major Giving Coordinator is responsible for consistently delivering first-class service to donors through handling of donations, donor inquiries and requests.

POSITION RESPONSIBILITIES:

Departmental Phone Line and Inbox (30%)

Answer departmental phone and directs callers to the appropriate individuals/departments. Requests can include requests for a duplicate acknowledgement letter, removal from the mailing lists, donors wanting to make a planned gift, etc.
Respond to requests to the departmental inbox Planned Giving mailbox
Handle these requests in a timely and professional manner.
Answer inquires and handle requests from hospital staff, Shriners International, Shrine temples/clubs/units, and those needing assistance from the Headquarters Planned and Major Giving department.

Administrative Support (30%)

Open and sort all planned and major giving mail for further handling. This includes copying and scanning documents to team members.
Scan and review copies of checks to planned and major giving specialists for review for deposit.
Provide clerical and administrative support to the planned and major giving staff including but not limited to scheduling meetings and travel, calendar maintenance, preparing mail shipment, creation and filing of reports and documents, etc.
Participate in staff meetings, work related issues and suggestion for improvement/resolution.
Route and track incoming prospect leads.

Stelter Planned Giving Marketing Program (40%)

Update all biographical information from supporting documentation in CRM from returned Stetler pieces.
If needed, create constituent records for donors following SHC policy.
Ensure that Stelter donations are processed accurately and in a timely manner into Blackbaud CRM. Perform analysis and research to determine correct coding.
Conduct web based research for donations to ensure accurate data.
Run queries and reports as needed.
Fold, insert and mail acknowledgement letters.
File paperwork and proper handling of all files. Coordinate system of archiving records. Scan and index all batches and large donor letters. Maintain system and plan for record retention. Organize and maintain computerized files and records.

MINIMUM EDUCATION REQUIRED/PREFERRED: 

Associates Degree required. In lieu of degree, 2 years of comparable development or foundation operations experience may be acceptable.

KNOWLEDGE, SKILLS, AND COMPETENCIES:

Knowledge

SHC and Fraternal Environments.   Knowledge of the Hospital and Fraternal mission and organization (preferred). Familiar with/possesses a general knowledge of development functions, terms and concepts. 
Customer and Personal Service.  Knowledge of principles and processes for providing customer and personal services. This includes assessing customer needs, meeting quality standards for services, and evaluating customer satisfaction. 
Computers.  Possesses knowledge and systems proficiency as well as the logical ability to use MS Office Suite and other appropriate software packages [i.e., Adobe, PowerPoint, Excel, etc.]. Technical knowledge of Blackbaud CRM, Classy and other Shriners systems (preferred).

Skills and Abilities

Excellent oral and written communication skills. 
Active listening.  Gives full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate. 
Confidentiality.  Demonstrates credibility, calm and sense of purpose during stressful situations. Demonstrates the understanding of confidentiality concerning internal and external Hospital and Fraternal customers and business partners.
Time Management.  Manages one's own time and the time of others, as required. Demonstrates the ability to prioritize, problem solve and make decisions in a timely manner.  Follow escalation processes.  
Critical Thinking and Problem Solving.  Uses logic and reasoning for approaches to problems. Readily accepts new challenges, work assignments and establish the most effective way to address new issues, actions, activities and challenges. Thinks quickly and respond rationally and politely to inquiries, work demands, new work and changes in direction including aggressive deadlines.
Active Learning. Ability to learn quickly.  Understands the implications of new information for both current and future problem-solving and decision-making. Proactively seeks opportunities for acquiring additional knowledge and skills.
Coordination and Personal Networking.  Adjusts actions in relation to others' actions.  Shows the ability to network internal and external to the Shrine, as required.
Conflict Resolution.  Demonstrated ability to quickly identify root causes of issues, potential mitigation strategies, and effectively solve conflicts as they arise.
Monitoring.  Monitors/assesses personal performance to make improvements or take corrective action. Responds to requests quickly.  Keeps director abreast of status of work activities and issues for resolution.  Proactively seeks feedback to support professional development.
Organized and Detailed Focused.  Maintain meticulous records so that information about donors is found quickly and efficiently.  
Service Orientation.  Actively looking for ways to help donors and Shriners colleagues. Thinks quickly and responds rationally and politely to inquiries, work demands, new work or changes in direction.  Demonstrated ability to respond to requests quickly and accurately.

Recommended Skills

Administrative Skills
 
Blackbaud Crm
 
Data Entry
 
Donor Development
 
Microsoft Office