ABOUT THE ORGANIZATION
At the Lucile Packard Foundation for Children's Health, we are a team of dedicated individuals with a shared commitment to helping kids and families live healthier lives.
We do this by:
• Fundraising for Lucile Packard Children's Hospital at Stanford and the maternal and child health programs of Stanford University School of Medicine.
• Raising awareness of children's health issues.
• Promoting a system of care that improves the lives of children with special health care needs and their families
The Gift Planning team is responsible for securing new intentions for future estate gifts, assisting with the close of complex gifts, and administering open estates.
Under the direction of the Associate Director of Gift Planning, the Gift Planning Assistant will help with prospect management, donor relations, and stewardship, as well as provide administrative support to the Gift Planning team. Primary responsibilities include, but are not limited to, managing donor and gift records on our organization database (Raiser's Edge); drafting donor communications; scheduling meetings and Hospital tours; assisting with departmental mailings; and maintaining electronic and paper files for Gift Planning prospects, donors, and advisors. The Gift Planning Assistant is critical to our team's success in developing and maintaining relationships leading to gifts that have a profound impact on maternal and children's health.
GENERAL POSITION DUTIES AND RESPONSIBILITIES
SKILLS, EXPERIENCE AND JOB-RELATED REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Prospect Management, Donor Relations, and Stewardship (50%)
- Develop, organize, and maintain lists of donors and prospects.
- Pull data and generate reports from Foundation database (Raiser's Edge).
- Draft email and letter communication to prospects and donors per the Foundation and Hospital branding requirements.
- Answer all incoming calls to the Gift Planning main line, take messages, and track all calls and donor tour offers.
- Coordinate donor, prospect, and advisor meetings and hospital tours.
- Communicate with donors, prospects, and others for administrative and stewardship reasons.
- Ensure that Gift Planning donors receive regular communication, including birthday and holiday greetings, endowment reports, interest area updates, phone calls and visits, as appropriate.
- Collaborate with other Foundation teams for execution of stewardship/prospecting events and communications.
- Assist the Gift Planning Program Manager in coordinating with our Gift Planning marketing service (scheduling of deadlines, review of copy, preparing mailing lists, etc.).
- Schedule team meetings and manage the team task list.
- Create and update records in Foundation database to reflect recent donor contact, gift discussions, and outreach efforts.
- Gather and assess documents needed for gift transmittal forms and track their progress.
- Submit Gift Planning Team expenses and assist the Gift Planning Program Manager with maintaining the departmental budget tracker.
- Format, address, and mail letters and proposals. This includes mail merges and the tracking of certified/return receipt mail.
- Photocopy/scan correspondence and maintain electronic and physical filing systems.
- Proactively manage complex calendars and resolve scheduling conflicts.
- Coordinate internal and external meetings which may include setting agendas, booking conference rooms, arranging catering and travel, preparing and disseminating meeting materials, providing AV support, and tracking on post-meeting action items.
- Create comprehensive and professional briefings and slide decks as needed for meetings or presentations.
NOTE: We are a dynamic organization in a rapidly changing industry. Therefore, the responsibilities associated with this position will change from time to time in accordance with LPFCH's business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.
Due to COVID-19, employees of LPFCH are working remotely through August of 2021 (subject to extension as circumstances warrant). Once the office reopens, this candidate will need to be within a reasonable commute distance. This position will offer work requiring weekly in-office attendance and remote work.
EDUCATION & EXPERIENCE
- A Bachelor’s Degree or equivalent experience
- 2+ years of experience providing administrative support in a team-based environment.
- Proficiency in Microsoft Office suite (particularly Word, Excel, PowerPoint and Outlook).
- Willingness to learn Raiser’s Edge, direct marketing principles, and other skills necessary to perform well in the job.
COMPETENCIES, SKILLS, AND JOB-RELATED REQUIREMENTS
- Efficiency, Organization, and Attention to Detail: Ability to create and manage multiple projects at once. Ability to track and assign action items for self and others to ensure that no balls are dropped. Ability to complete a high volume of work. Ability to produce publish-ready work that is error free. Ability to manage self while leveraging manager for strategic support rather than execution accountability. Ability to successfully schedule multiple calendars at once (successfully protecting time, anticipating sequencing of projects, support with preparation). An eye for organizing and visually displaying information.
- Customer service mindset with the ability to build internal relationships: Ability to anticipate the needs of others (internal) without being asked in a customer-service environment. Ability to operate with integrity and handle sensitive information with confidentiality. Ability to produce strong communication through mastery of grammar, spelling, and content structure. High level of self-awareness, humility, interpersonal skills, and emotional intelligence.
- Adaptability and Flexibility: Ability to work independently in a team environment. Confidence to speak up and advocate for clarity as needed. Ability to adapt quickly to changes without losing energy.
- Technical Skills: Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook). Knowledge of constituent relationship management database systems (Raiser’s Edge) or capacity to learn quickly. Ability to analyze large sets of quantitative and qualitative data and find different ways to organize it or capacity to learn quickly.
- Mindsets and Values: Comfortability with ambiguity; energized by responsibility of driving forward clarity. Ability to take ownership for the quality of work and achieving results. Driven by results, perseveres in the face of challenges. Energized by working behind the scenes in service of delivering outcomes for others. A deep commitment to advancing the mission of the Lucile Packard Children’s Hospital and the Stanford School of Medicine.
We know that building a diverse and inclusive workforce is key to our success and enables us to do extraordinary work for kids and their families. When you become part of our team, you’ll be joining a group of passionate and dedicated individuals who truly care about and believe in the work they do.
We provide competitive compensation and a wide range of benefits designed to meet the needs of our employees and their families. We are strong supporters of work life balance.
The Lucile Packard Foundation for Children’s Health is an equal opportunity employer. Women, minorities, veterans and persons with disabilities are encouraged to apply.