Administrative Support
Full Time
8 Hour Shift
Rancho Mirage, CA 92270
Job #
  • Job Objective: A brief overview of the position.
    • Performs all administrative and organizational needs of the Senior Vice President and other Major Gift Officers as assigned.  Additionally, assists in Administrative support for other Major Gift Officers. Performs general secretarial/clerical receptionist duties. Performs other duties as needed related to the Foundation, i.e., gift acknowledgement, gift processing, donor report generation, event assistance. Has strong working knowledge of Raiser’s Edge database. Data entry and file maintenance of donor/prospect portfolios in Raiser’s Edge database; able to perform internet prospect research as needed. Requires an understanding of the Senior Vice President’s role and method of operation. Prepares Purchase Orders, Capital Requests and Reconciles invoices.  
  • Reports to
    • Senior Vice President 
  • Supervises
    • None
  • Ages of Patients
    • None
  • Blood Borne Pathogens
    • Minimal/ No Potential
  • Qualifications
    • Education
      • High School Diploma

    • Licensure/Certification
      • None

    • Experience
      • Preferred: 5 yr. Administrative Assisting
  • Essential Responsibilities
    • Demonstrates compliance with Code of Conduct and compliance policies, and takes action to resolve compliance questions or concerns and report suspected violations.
    • Assists in Administrative operations as directed by the Senior Vice President of the Foundation and other Major Gift Officers, as assigned.
    • Performs prospect research as needed using and developing a high level of knowledge of all prospect research available to the Foundation Department.
    • Interacts with President of the Foundation, Senior Vice President, physicians, department directors, external contacts and fellow employees; assessing situations and acting appropriately.
    • Supports Senior Vice President in hospital systems, history, civic information, Board members, leadership, donors and navigating the community.
    • Appropriately screens calls to Major Gift Officers and assists with making sure all incoming calls are answered in a timely fashion.
    • Maintains appointment calendar for Senior Vice President, making accommodations and adjustments to facilitate accomplishing key objectives.
    • Keeps Donor files up to date and files appropriate correspondence for each donor/prospect.
    • Coordinate and schedule all meetings for the Major Gift Officers, and arranges rooms and food for meetings as required.
    • Prepare any agendas/materials as necessary for meetings and takes minutes if required.
    • Opens, reviews, prioritizes and distributes mail and interoffice correspondence for the Senior Vice President.
    • Has strong working knowledge of MS Office Software and takes the initiative to learn new software as it becomes available.
    • Has strong working knowledge of Raisers Edge Data Base Software.
    • Data entry and file maintenance of donor/prospect portfolios in Raiser’s Edge database.
    • Prepares purchase orders, check requests, capital requests, and reconciles invoices preparing them for approval.
    • Assists with Foundation Event planning as needed and participates in events as requested.
    • Performs other duties related to the Foundation Department, i.e., gift processing, gift acknowledgment, and donor report generating.
    • Assesses, plans and implements process improvements, strategies and organizational methods.
    • Assists Foundation with administrative and comprehensive fundraising activities – self-directed; team effort
    • Performs clerical and secretarial duties on a daily basis with a high level of accuracy.
    • Performs other duties as assigned.

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