Administrative Coordinator II

Executive Coordinator

Shift Timings: Monday-Friday 9:00Am - 5:00Pm Pay Range: $20 - $22.10/hr

Job Summary: Work with executive staff, including Presidents and their offices, of the member Hospitals to ensure that the CDO needs are conveyed and that progress is being made in a timely way. This position also requires close coordination with the offices of CEO and Dean of the Health System and senior physicians.

Essential Duties:

• Partners with management in the planning, scheduling, coordination and reporting of activities to ensure that projects, goals andobjectives are accomplished on time and within budget.
• Establishes schedules, task assignments and allocation of client, space, and equipment to ensure conformance with departmental goals and objectives.
• Coordinates the implementation of donor proposals and reports to the CEO, Dean, and other senior level staff.
• Ensure alignment among the CDO's senior staff and development associates to ensure coordination of activities.
• Coordination of projects or commitments in the execution of the next multi-billion dollar campaign.
• Assist the CDO with communication around HealthCare Client System Capital campaign.
• Develop and maintain an inventory of critical path projects in which the CDO is especially interested and/or for which his awareness and involvement is essential.
• Maintains a dashboard that summarizes critical priorities for the CDO.
• In support of the CDO, helps to prepare reports and presentations for board and trustee meetings.
• Support includes setting agendas, creating deliverables, and coordinating follow-ups.
• Helps to ensure participants are aware of the objectives and monitors the progress and achievement of such meeting.
• Coordinate quarterly sub-committee meetings with members of the Board of Trustees.
• Serves as the primary liaison with the offices of the trustees and principal and major gift donors from within the CDO portfolio.
• Maintains liaison with all levels of administration, faculty and/or outside organizations to coordinate operational activities, to accomplish directives and to facilitate the resolution of problems.
• On behalf of the CDO interacts with the Presidents of the Health System to ensure coordination of fundraising objectives as directed by the CDO, CEO and Dean of ***.
• Collaborates with the Deputy Chief Development Officer whose scope of responsibility includes supporting fundraising activities in *** Beth Israel, *** St. Luke's, *** Roosevelt, and New York Eye and Ear Infirmary of ***.
• Serves as the department's liaison with administrative and professional staff regarding MSMC policies and procedures, personnel administration, grant administration and budgetary preparation and control.
• In collaboration with Senior Development staff, provide support with budget preparation, formulation, presentation, and execution.
• Supervises and provides direction to Development Associates.
• Facilitates and guides decision making with the Development Associates in support of the activities of the CDO.
• Checks materials submitted for supervisor's attention to ensure all relevant data, authorizations and pertinent information are included.
• Makes travel arrangements and accommodations.
• Prepares travel reimbursements and expense reports.
• Screens and prioritizes incoming mail for needed action and follow up.
• Responds to mail where appropriate or distributes mail requiring attention to appropriate individual(s).
• Screens telephone calls, answer inquiries or direct caller to the appropriate individual for further information and/or resolution.
• Performs other related duties.

Skills:

Required Skills & Experience: Excellent written and oral communication skills Intermediate MS Word, Excel, Outlook, Raiser's Edge (fundraising software-preferred but not required). Excellent customer relations. Exceptional attention to detail and accuracy. Demonstrated analytical and problem solving skills. Excellent organizational skills. Supervisory and managerial skills including budgeting 5 years of related business experience with competency in applying general personnel practices, and coordination of one or more major administrative functions.

Education: Required Education: Bachelor's degree in business related field. Preferred Education: Master's degree preferred.