Administrative Assistant - National Development Funds

City of Hope’s mission is to “turn hope into reality.” Focused on eliminating cancer, diabetes and other life-threatening illnesses, City of Hope has established itself as a world-class leader in transforming the future of health. Raising the philanthropic resources to fuel its leading-edge research, its exquisite and compassionate clinical care, and its advancement of biomedical education and training, is a vital component of the City of Hope model of success. Each member of the Office of Philanthropy is a stakeholder in this work, with personal accountability for his/her role in building a successful future of delivering new cures, treatments and education.

The Office of Philanthropy’s vision is to support this life-saving work by being known institutionally and nationally as a model of excellence among elite fundraising programs. Recent recruitments of nationally and internationally renowned faculty offer advancement leaders new opportunity for partnership among philanthropy, research and patient care.

The Administrative Assistant will contribute to this vision by providing support for, and participating in, key processes and programs that sustain an office-wide focus on collaboration, efficiencies and metrics-based outcomes. Through the provision of high-level administrative work, the Administrative Assistant will be a part of creating our evolution into a perpetually campaign-ready, donor-centered, leading industry program to support City of Hope’s mission. In pursuit of this outcome, we are committed to growing careers within the Office of Philanthropy to attract and retain the most talented professionals in the country, and excel as a highly collaborative, efficient and creative team.

Specifically, under the direction of the two Associate Vice Presidents for Principal Gifts, the incumbent will provide support to the team as follows:

A key central resource professional on the Principal Gifts Team and within the Office of Philanthropy, focusing in the areas of high-touch, long-term relationships and the development of strategic fundraising initiatives related to this important constituency, the Administrative Assistant is responsible for project management and high-level administrative duties, in support of City of Hope’s efforts to cultivate and leverage strong relationships with its highest level donors and prospective supporters.

Duties include: generating reports, maintaining a highly complex filing system; maintaining and updating databases; coordination of projects for the Principal Gifts Team; coordinating the preparation and planning of trips (at times involving the Chief Philanthropy Officer and key leadership at City of Hope); drafting of meeting agendas and minutes; preparing documents, gathering and compiling background material, drafting thank you letters; scheduling appointments and other duties as assigned.

Successfully executing the responsibilities of this role requires the cultivation of excellent relationships with key stakeholders including but not limited to: principal gift donors, fundraising volunteers, City of Hope clinical and research professionals, members of the philanthropy leadership team, fundraising staff assigned to principal gift donors and related advancement stakeholder communities. The Development Administrator is expected to maintain an excellent understanding of priorities and issues affecting the principal gifts effort across the institution. Additionally this position requires assistance in leadership calendaring across the Office of Philanthropy.

The diversity of workload for this position requires attention to detail, efficiency, flexibility, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments. This staff member will require strong project management skills and experience in executing project-related tasks across a broad spectrum of teams and stakeholders.

Key Responsibilities include:

Contributes to program reaching its annual performance goals by providing administrative support and expertise to key functions. Includes:

  • Maintain a broad knowledge of the various activities and responsibilities of the Principal Gifts Team (PGT) and be able to prepare the two AVPs of Principal Gifts for effective participation in and/or chairing of meetings within the Office of Philanthropy and across the institution, as well as with donors and prospects.
  • Manage the schedule of the two AVPs of Principal Gifts as well as ensure that all necessary information and documentation is prepared in a timely manner and available in order to meet the needs of the Principal Gifts Team.
  • Manage, schedule and coordinate leadership calendars as requested for the Office of Philanthropy Leadership
  • Run data reports, enter relationship-tracking data into the institution’s database and manage corresponding files. May be asked to compile statistical data or create charts and graphs from information.
  • Working with the AVPs of Principal Gifts, coordinates special projects and initiatives related to the principal gifts effort. Researches topics, analyzes data, and creates PowerPoint and other graphic presentations, as needed.
  • Responsible for organizing and maintaining records and a filing system (both hard copy files and shared electronic files) for the PGT, in accordance with institutional policies and procedures related to records management.
  • Works with development research team and as needed with staff, faculty and volunteers to ensure donor records are current and accurate by receiving and updating the database with new information in a timely manner.
  • Periodically collaborate with the philanthropy stewardship team in the preparation of both narrative and financial reports in relationship to principal gift stewardship.
  • Process expense-claims and maintain supplier contracts on behalf of the PGT.
  • Responsible for minor purchases such as catering, travel arrangements, office supplies, etc.
  • Periodically use City of Hope’s relationship management database (AccessHope), Microsoft Word, Microsoft Excel and PowerPoint to prepare reports and presentations

Serve as a role model for the Office of Philanthropy. Includes:

  • Participate in meetings, search committees, task forces and other special projects as requested.
  • Maintains a positive image when dealing with executive staff, donors, prospects, fundraisers and other City of Hope employees.
  • Practices a high level of integrity and honesty in maintaining confidentiality.

Minimum Education and Skills Required for Consideration:

  • High School diploma
  • A minimum of 2 years of experience
  • Expertise in Microsoft Office Suite of programs to support various professional activities and projects.
  • Excellent written and verbal skills.
  • Excellent organizational skills.
  • A cooperative and team oriented attitude.
  • Effective facilitator in various settings
  • Conduct presentations
  • Prepare reports as assigned

Preferred Education and Skills:

  • Bachelor’s degree
  • Experience in a complex medical or academic development setting encouraged.
  • Strong understanding of the issues, nuances and needs of research, teaching and clinical operations in a complex health sciences research and/or university environment.

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

City of Hope strongly supports and values the uniqueness of all individuals and promotes a work environment where diversity is embraced. City of Hope is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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