Senior Coordinator, ATS Foundation

Job Type

Full Time




25 Broadway
18th FL
New York
United States


A.     Summary of Position: 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.

B.     Primary Responsibilities include:

Database Management:

·        Enter all donations into Salesforce, generate reports, and reconcile entries with the Finance department monthly.

·        Oversee gift acknowledgments including mailing of tax receipts, and preparation of pledge payment reminders.

·        Oversee matching gift program: complete required forms, manage internal database of companies that actively match employee gifts.

·        Maintain donor database, including updating donor records, compiling key information, data entry, and meeting notes.

·        Analyze and evaluate fundraising efforts.

Coordinate logistics related to the Annual Benefit and other fundraising events:

·        Coordinate the logistical activities required for the Annual ATS Foundation Research Program Benefit, Board of Trustees Retreat, and other fundraising and cultivation events (e.g., invitations, agendas, material distribution, list and data management and signage).

·        Manage vendors for onsite logistics.

·        Prepare in-house mailings.

·        Create email lists and mailing lists. Work with honorees, chair, and award recipients for all events on mailing list compilation and distribution.

·        Work with the Foundation Manager in the creation of eblasts, including production management to check accuracy.


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 ATS Meeting Services and external vendors.

·        Develop and execute a marketing plan to promote suite benefits to donors.

Support the execution of the Annual Fundraising Campaign:

·        Work with the team to determine the right audience criteria for all mailings and appeals.

·        Track fundraising results and facilitate pledge fulfillment.

·        Assist with the creation of fundraising and other marketing materials including printed brochures, email campaigns, flyers, newsletters, invitations, etc. Develop copy, and coordinate data and other content as needed.

·        Provide production management for mail pieces, working with the mail house to check data and proofs for accuracy.

·        Develop content for social media platforms including text, graphics, and scheduling, working with the Social Media Manager.

·        Create email lists and mailing lists.

·        Work with the Foundation Manager in the creation of eblasts, including production management to check accuracy.

·        Manage the Annual ATS Staff Giving Campaign. Develops and executes marketing plan to incentivize staff donations.

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

·        Prepare materials for prospect meetings.

·        Prepare mailings for specific prospects.

·        Conduct prospect research using Salesforce, web searches, and other tools.

Coordinate the Annual Ziskind Award Program

·        Update application and related promotion materials.

·        Coordinate with the Communications and Website teams promotion of the award nomination process.

·        Support the Award Selection Committee with its review of nominations, scoring and review conference call.

·        Prepare the plaque and award.

·        Coordinate communications with all nominees.


Foundation Administrative Activities:

·        Provide customer service to donors.

·        Manage donor preferred housing for the ATS International Conference.

·        Write call summaries for trustee meetings.

·        Manage scheduling for trustee and working group meetings.

·        Manage Foundation meetings at the Summit and ATS International Conference.

·        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.

·        Execute state registrations.

·        Create annual Honor Roll of Donors, broken down by giving level.

·        Submit invoices to Finance working with the Director.

·        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 1-7, staff maintains error-free database, results tracking, and correspondence

·        Items 1-7, staff demonstrates leadership and creativity by taking initiative, anticipating problems, and advancing solutions

·        Items 1-7, staff completes projects upon deadline


ATS offers a competitive salary and excellent benefit package, including medical, dental, vision, life insurance, long term disability, gym reimbursement, 403(b), Roth, tuition reimbursement and FSA. ATS is an Equal Opportunity Employer.

Professional Level

Entry level

Minimum Education Required

4-year degree