Special Assistant to the Senior Director of Development, LCCC - Office of Advancement

Location
Washington D.C
Posted
Apr 05, 2019
Closes
May 27, 2019
Ref
JR05827
Industry
Education
Hours
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Special Assistant, Lombardi Comprehensive Cancer Center - Office of Advancement

Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world. The Office of Advancement supports the mission of Georgetown University, its faculty, and students by developing relationships with key constituencies, connecting with alumni, and working with donors to help them know and understand opportunities for partnership with the university.

About this role

The Special Assistant, Lombardi Comprehensive Cancer Center (LCCC) provides high-level administrative support to the Senior Director of Development, LCCC, who is responsible for fundraising programs at the LCCC. The Special Assistant assists the Senior Director of Development in the effective management of her/his daily and long-term activities, as well as the overall activities in support of the LCCC Development team. The incumbent will also serve as a front-line representative of LCCC Development within and outside of the Georgetown Community by interacting in-person, e-mail, and by phone with the public, volunteers, donors, physicians, administrative and Senior Lombardi staff, OATM, and key leadership. This individual must have a high sense of urgency, organization, and attention to detail, while managing a great deal of varied and complex information and priorities. Overall, the Special Assistant must be an effective leader in all matters relating to the overall mission and strategic plan for LCCC Development.

The Special Assistant, LCCC will report to the Senior Director of Development, LCCC, work collaboratively with all of Lombardi Development staff, and assist in managing the greater LCCC Development office. The incumbent may provide, coordinate, or oversee administrative services to the Associate and Assistant Directors that report to the Senior Director of Development, as needed. The Special Assistant will have duties that include, but are not limited to the following:

Direct Support of Senior Director of Development, LCCC
  • Manage and coordinate the Senior Director of Development's interactions with LCCC Executive Committee, senior administrators, PIs, physicians, OATM, Medical Center Development staff, and other university leadership.
  • Provide administrative support to include: calendar management, scheduling and coordinating of donor, internal and external meetings, along with the necessary drafting of meeting memos and briefings, writing, editing, and preparing correspondence, reports, agendas, and briefings, scheduling conference calls, attending meetings (as necessary), spreadsheet management, word processing, copying, distributing, and organizing paper files.
  • Manage Senior Director of Development's meeting and calendar activity and assist as needed with travel arrangements.
  • Coordinate and assist Senior Director of Development's fundraising activity to include prospect tracking and strategy, briefings, scheduling, and correspondence.
  • In the event of the formation of a volunteer advisory board (committee), prepare correspondence, record and file minutes, execute scheduling, and other support as required.


Office Management
  • Develop and maintain office operations and systems including budget and expenditure control and planning, gift processing, and coordinating with the LCCC staff and other members of OATM's team.
  • Manage the LCCC Development Office Planning Calendar as an online resource in GUCalendar.
  • Provide streamlined processes in fundraising and expense budget planning, implementing, and reporting.
  • Manage and coordinate the daily activities of the LCCC Development Office to include: managing and ordering office supplies and stationary, coordinating the onboarding of new staff members, coordinating computer needs and issues, submit and track requisitions, purchase orders, staff reimbursements, and other university paperwork, organizing travel agendas, and arranging for maintenance and replacement of office equipment.
  • Other duties as required to support the efficient operation of the LCCC Development Office.


Technical Systems and Database Assistance
  • Assist LCCC Development staff by anticipating staff needs in the maintenance of individual records and lists of major donors and prospects; request, develop, and produce computer reports and prepare spreadsheets.
  • Execute stewardship activities to include: entering weekly contact reports, coordinating next steps with donor activities, and preparing weekly gift reports.
  • Coordinate the entry of contact reports, prospect strategies, and contact information updates in GU360.
  • Track major gift solicitations and strategies.
  • Conduct prospect research, prepare data, perform mail merges for letters, and prepare mailings.
  • Other duties as assigned.


Personnel Management
  • Oversee Development Assistant, student employee, and temporary staff in collaboration with the appropriate supervisor.
  • Review resumes and identify potential candidates for vacant positions; coordinate and participate in the interview process.
  • Approve timesheets, manage office leave calendar, assign shared office responsibilities, and process routine paperwork.
  • Keep all office policy and procedure information up to date, ensure all staff members are familiar with and kept abreast of office policies and procedures.
  • Manage personnel position questionnaires, performance review, leave requests, and scheduling matters for the Associate and Assistant Directors of Development that report to the Senior Director of Development.
  • Other duties as assigned.


Requirements
  • Bachelor's degree required
  • At least five years of professional experience in a fundraising office or an equivalent combination of training and work experience
  • Demonstrated ability to independently manage programs, handle multiple, complex tasks simultaneously, and in an organized manner, while working effectively with a broad range of constituents
  • Financial management skills highly desired
  • Proficiency in Microsoft Office Suite, WordPerfect, and databases
  • Excellent oral and written communication skills, and highly developed interpersonal interaction skills
  • Ability to give significant attention to detail and keep focused on priorities as set by the Senior Development, LCCC
  • Ability to use good judgment and ethics in handling confidential materials with sensitivity and discretion
  • Collaborative and team-oriented, yet able to work independently, as needed

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