116 Huntington Avenue
Reporting to the Assistant Vice President of Donor Relations, the Assistant Director of Donor Relations is responsible for managing Brigham and Women’s Hospital’s gift agreement process and producing financial reports to endowment and current use donors, in collaboration with BWH and Partners contacts. In addition, the Assistant Director provides resources and/or training on donor-established funds to Development colleagues to help them ensure responsible management of donor dollars in their work with faculty and departments. The Assistant Director tracks the general utilization of gifts from Luminary ($1 million+ lifetime donors) to pave the way for meaningful reporting to these individuals about the impact of their philanthropy. He or she also collaborates with Harvard Medical School on the administration of the HMS Professorship program at BWH, and manages the administrative components of the BWH Distinguished Chairs program. Through these activities, the Assistant Director enables BWH to provide positive and consistent investment experiences for our most generous supporters.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Draft gift agreements in concert with IRS Tax guidelines and Partners gift policies, adapting approved templates as needed for each gift. Facilitate necessary internal approvals based on gift size and contribution type.
- After a donor has signed an agreement, coordinate the counter-signature and distribution process to ensure that a final agreement can be mailed to the donor and distributed throughout the office in a timely fashion.
- Enhance process to systematically produce annual financial reports on approximately 220 funds, including all donor-funded endowments with current contacts, and select current-use funds where reporting is required, in collaboration with BWH Development and Partners colleagues.
- Maintain and update storage of gift agreements and endowment reports, and related data, in Advancement systems, in collaboration with Information Systems and Donor Relations colleagues.
- Manage the administrative components of the BWH Distinguished Chairs program, including tracking incumbents and prompting Hospital leadership when there are vacancies, tracking fundraising efforts against goals, preparing, routing and delivering appointment letters on behalf of the President’s office, maintaining the suite of program materials, and educating colleagues on the program.
- Liaise with Harvard Medical School to help manage the HMS Professorship program on behalf of the BWH Development Office. Incorporate financial reporting on Professorships into BWH endowment processes where required, and update Donor Relations colleagues on Professorship narrative reporting needs they will fulfill.
- Inform Development colleagues when inaugural Distinguished Chair/Professorship recommendations are made that initiate event planning, announcement of appointments in Hospital publications, donor outreach, proclamations, captain’s chairs preparation, and other related deliverables.
- Use tools created for Distinguished Chairs and Professorships to advise colleagues on the establishment and management of other named, endowed positions, including for directors, fellows, master clinicians, and lectureships.
- Track signature gifts ($1M+) that establish named funds to ensure funds are created and monies expended in a timely manner. Collaborate with Donor Relations colleagues to ensure they are able to recognize and report to these donors.
- Provide colleagues with resources to find and create fund histories, gift summaries and spending information, working with colleagues in Advancement Information Systems and helping design trainings where relevant.
- Other duties as assigned.
- Bachelor’s degree required, with 3-5 years of experience in accounting, financial planning or analysis, donor relations systems, or gift administration.
- Understanding of basic accounting practices, high regard for donor intent, and ability to work collaboratively with individuals at all levels.
- Proven project management skills.
- Ability to master and adapt existing processes, or create new ones, to ensure a leading-edge donor services program.
- Strong commitment to customer service and quality standards.
- Familiarity with fundraising practices including IRS regulations related to gift acceptance, valuation, and 501c3 operational requirements.
SKILLS / ABILITIES / COMPETENCIES REQUIRED:
- Strong organizational skills and ability to juggle multiple priorities with competing deadlines.
- Excellent written and verbal communication skills.
- Outstanding attention to detail and follow-through skills.
- Ability to problem solve and commitment to following up diligently to ensure the timely delivery of materials to donors.
- Proficiency in Microsoft Office applications. Familiarity with fundraising databases helpful.
- Exhibited professionalism and integrity.
- Ability to build professional and collaborative relationships and exhibit a respectful but persistent approach to moving projects forward.
- Willingness to work occasional evenings and weekends.
Level of Language Proficiency
Minimum Education Required