SUMMARY:
Provides high-level administrative, strategic, and project-based support to the Vice President/Chief Development Officer (VP/CDO) of a healthcare system foundation. This role requires an individual who is proactive, exercises independent judgment, and maintains a high degree of confidentiality while managing the administrative functions of the office and serving as a liaison to internal and external stakeholders, including board members, donors, and senior-level executives. Provides administrative support including campaign tracking, donor correspondence, and preparing packets and reports for fundraising campaigns, including capital campaigns. Experience with donor software or CRMs a strong plus.
ESSENTIAL FUNCTIONS:
- Exhibits excellence in customer service through appropriate attitude and interaction with all patients, visitors, and staff.
- Adheres to and supports team members in exhibiting TMCH values of integrity, community, compassion, and dedication.
- Provides direct administrative support for members of Executive Team (CEO, CFO, CNE, VP, etc.) and, on occasion, to members of the Board of Trustees.
- Arranges appointments and meetings; coordinates meeting and agenda materials, maintains calendar for assigned Executive.
- Collects and prepares information for use in discussions and meetings with staff members, customers, and members of the community; records meeting minutes to maintain an accurate record of decisions.
- May staff sensitive Board subcommittees, draft agendas, finalize meeting minutes, and schedule future board committee meetings.
- Screens telephone calls and visitors, responds to enquiries for information and troubleshoots issues that might arise.
- Compiles and computes data and creates reports for presentation to management. Formats special reports and presentations including power points and graphics.
- Drafts office policies and procedures and makes recommendations for changes to ensure operational efficiency.
- Initiates and drafts correspondence and memoranda for VP signature; may also create documents from dictation, verbal direction, or from knowledge of TMCH policy or procedures.
- Coordinates travel arrangements and itineraries directly or through travel agencies for assigned VP and others that might be traveling together for business.
- Administers controls on receipts and acknowledgement of materials and supplies, along with managing purchasing records.
- Adheres to TMCH organizational and department-specific safety, confidentiality, values, policies, and standards.
- Performs related duties as assigned.
MINIMUM QUALIFICATIONS
EDUCATION: Associate''s degree or an equivalent combination of relevant education and experience. Bachelor's degree strongly preferred.
EXPERIENCE: Three (3) years of strong administrative staff support work.
LICENSURE OR CERTIFICATION: None required.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Knowledge of office management principles and practices.
- Advance kills in organizing tasks and maintaining schedules, calendars, and workflow for large and complex office.
- Advance skills in the use of computer applications and Microsoft Office products and in creating databases, power points, and spreadsheets.
- Ability to use independent judgment in responding to requests for information, solving operational issues, and maintaining sensitive materials and other office records and files.
- Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
- Ability to write reports, business correspondence, and procedure manuals.
- Ability to effectively present information and respond to inquiries or complaints from employees, patients and/or their representatives, and the general public.
- Ability to calculate figures and compute rate, ratio, and percentage and to draw and interpret bar graphs.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.