Massachusetts Creative Jobs

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives.

Job Type:

Regular

Scheduled Hours:

40

Work Shift:

Day (United States of America)

The Philanthropy Coordinator, Donor Relations & Events performs a wide variety of administrative duties supporting the External Relations team specifically the Donor Relations and Special Events teams. Supporting the Donor Relations team’s comprehensive stewardship and recognition program, including special stewardship and signage. As well as the Special Events team as it produces both small and large scale events across the Beth Israel Lahey Health System. Administrative duties include mailings, data entry, calendar and meeting management, written communications, project management, and budget management.

This role will be on-site 5 days a week in Charlestown, MA

Job Description:

Essential Responsibilities:

Essential Responsibilities:

Provides confidential support including:

Review incoming communications, including incoming phone calls and email messages, expedites priority matters.

Respond to routine inquiries, requiring knowledge of policies and procedures. Routinely interact with visitors trustees, executives, donors, volunteers and patients, consistently using the highest degree of integrity, discretion and good judgment.

Liaise between the staff they supports and numerous third parties, internal and external to the hospital.

Relay information regarding arranging meetings, scheduling appointments, researching issues or reporting status of projects, using considerable poise, tact and discretion as they may include information of a confidential and sensitive nature.

Prepare and, where appropriate, composes documents including, but not limited to, correspondence, memos, and meeting minutes.

Proofread and edit final copy material for accuracy, consistency and clarity. Arrange meetings and conferences, schedules appointments, complete travel or conference arrangements and coordinates schedules of those he/she supports.

Attend meetings, providing support for agenda preparation, meeting materials, minutes, committee attendance, etc.

Establish and maintain various departmental information systems including filing, record keeping, data collection and/or retention systems.

Seeks greater understanding and consistently looks for ways to improve established processes for a more efficient workflow.

Anticipate, prepare or compile materials, reports, files required by the VP for conferences, meetings, telephone calls, etc. and informs the VP on time sensitive business matters that need immediate attention.

Manage assigned projects and tasks that support the External Relation team as assigned.

Provide general administrative support to the Philanthropy office, including daily phone coverage and providing support for various office tasks during the absence of other administrative staff.

Examples may include: copying, processing mail, assembling documents, ordering office supplies, operating standard office equipment; processing requisitions, and classifying and filing correspondence.

Support Philanthropy efforts at events including registration, set up, ushering, photo management or other on site tasks at event venues as needed.

Attend early morning meetings or evening activities required.

Perform other duties as assigned, or directed, to ensure the smooth operation of the department.

Required Qualifications: Bachelor's degree required. 3-5 years related work experience required in general work experience. Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.

Competencies: Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.

Problem Solving: Ability to address problems that are routine, somewhat repetitive and generally solved by following clear directions and procedures and by identifying opportunities for process improvements.

Independence of Action: Ability to follow general instructions and procedures as provided. Work is monitored by supervisor/manager.

Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.

Oral Communications: Ability to comprehend and communicate complex verbal information in English to medical center staff, patients, families and external customers.

Knowledge: Ability to demonstrate basic knowledge of fundamental concepts, practices and procedures with the ability to use them in routine situations. Specialized knowledge not required.

Team Work: Ability to interact respectfully with other employees, professional staff and/or external contacts to offer ideas, identify issues, obtain information or deliver services.

Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

FLSA Status:

Exempt

As a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. Beth Israel Lahey Health requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more (https://www.bilh.org/newsroom/bilh-to-require-covid-19-influenza-vaccines-for-all-clinicians-staff-by-oct-31) about this requirement.

More than 35,000 people working together. Nurses, doctors, technicians, therapists, researchers, teachers and more, making a difference in patients' lives. Your skill and compassion can make us even stronger.

Equal Opportunity Employer/Veterans/Disabled