Advancement Services Program Coordinator - St Christopher's Hospital for Children

Job Summary

The Advancement Services Program Coordinator is the operational lead and an integral member of the energetic and collaborative Drexel University Institutional Advancement (IA) team at St. Christopher’s Hospital for Children (SCHC). The Program Coordinator is responsible for supporting the team and running the office under the direction and supervision of the Assistant Vice President of Development.  Essential duties include but are not limited to preparing stewardship letters and emails, pulling donor reports, processing gifts, assisting with community facing events (i.e. Carnival and Reach Out & Read), handling donor inquiries, managing team files, preparing meeting collateral, serving as onsite face of the development team, maintaining the department’s operations calendar, scheduling meetings and donor visits, organizing design for SCHC focused solicitations and marketing pieces, and liaising with the central IA Advancement Services and Engagement colleagues. This position provides direct support to the Assistant Vice President, Development and will work closely with the leadership at SCHC and the Drexel IA Health Sciences team on building out a database of potential support for the Hospital. 

This position retains high levels of integrity when entering and maintaining alumni, patient, and donor records across Advancement and EPIC systems; accurately processes cash-related payments and gifts received by SCHC; and responds timely and accurately to requests for information. This position will be based at SCHC with onsite working expectations 4 days a week. SCHC is a vibrant and active working environment with professional staff on-site daily.

Essential Functions

• Manage the donor database for SCHC, including biographical information, gift records, and records of contact.
• Setup and run automatic updates.
• Verify, enter, and maintain biographical information in databases from a variety of sources including surveys, mailings, address change services, email, and staff.
• Accurately record gifts to the Hospital in accordance with Institutional Advancement policies and guidelines; assure gifts are applied based on the donor’s intent; proper data compliance and donor privacy protocols.
• Create funding allocations and accounts and work with the hospital administration and staff to ensure proper accounting and spending.
• Prepare accurate and timely receipts, pledge reminders, and financial and donor reports as needed.
• Prepare monthly revenue and contact reports for the unit.
• Work closely with the Advancement Services system team to incorporate into the broader IA gift reporting.
• Serve as lead coordinator developing and maintaining project and systems documentation related to data and gift processing, in coordination with central IA.
• Respond to staff and donor inquiries by following departmental service guidelines.
• Maintain the operations calendar and Teams site for the unit team and coordinate the execution of any related communications.
• Enter contact reports into database for the Assistant Vice President for Development.
• Manage the proposal intake process and enter proposals into the database, as directed by Assistant Vice President for Development.
• Assist the unit team and IA with data requests for solicitations and other engagement and fundraising initiatives.
• Coordinate the SCHC acknowledgement process to recognize donor gifts. Send email and written correspondence on behalf of the SCHC development team.
• Work with Development and SCHC staff to coordinate the annual SCHC Carnival.
• Work with the IA Drexel Fund to coordinate annual fundraising events, such as Day of Giving.
• Other duties as assigned.

Required Qualifications

• Minimum of an Associate’s degree and 1 year of administrative/office-related experience or Equivalent combination of both.
• Ability to handle sensitive information in a professional manner.
• Positive attitude and strong understanding of customer service and interpersonal skills.
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills; high level of data entry accuracy.
• Excellent written and verbal communication skills.
• Proficient in MS Office (Word, Excel, Access, PowerPoint, etc.) and general understanding of relational databases.
• Ability to provide a completed flu shot or request an exemption. 

Preferred Qualifications

• Experience with Abobe, Canva or other design software.
• Interest in learning professional fundraising.
• Ability to work evenings and weekends for events.

Location

North Philadelphia, Philadelphia PA

Additional Information

This position is classified as Exempt, grade I. Compensation for this grade ranges from $41,120 – $61,680. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate’s qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel’s compensation framework.

For information about benefits, please review Drexel's Benefits Brochure. 

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.