Development Coordinator - MBH

Description

Behavioral Health
Req #: 17597

The Philanthropy Coordinator/Executive Assistant supports MaineHealth Behavioral Health's philanthropic efforts and is an integral member of the MHBH's philanthropy team.

Serving as the office manager, the position coordinates all office expenses and operations, interacting directly with Finance, Communications and other MH/MHBH departments and staff. The PC/EA also coordinates general department correspondence and communications including phone and email contact with donors, philanthropy volunteers and friends. The PC/EA provides input and support for all philanthropic activities, including major gift, annual giving, special events, volunteer management and other department activities and initiatives. The PC/EA helps solicit and coordinate in-kind donations; compiles information for grant proposals and reports; and supports specific fundraising and event outreach and mailings.

The ideal candidate will have strong analytic, writing, and communication skills. The position requires a detail-oriented, organized, self-motivated and disciplined team player who exemplifies our core values and is passionate about advancing our mission to promote the recovery and overall mental and physical well-being of those we are privileged to serve.

Office Management & Operations

* Code and process for payment department invoices and other expenses

* Develop and maintain tracking reports for department expenses

* Monitor and purchase/order department stationery, replacement printer ink cartridges, and other general office supplies

* Monitor and replenish funding, as needed, in Department's USPS bulk mail permit; purchase first class postage stamps, as needed

* Coordinate department meeting logistics including: calendar meeting invites, dates/times, locations; compile/distribute agendas and meeting materials; take and transcribe meeting minutes; coordinate technical needs (virtual meeting links and presentations, etc.)

* Maintain and update department visual management and reports (huddle boards, activity trackers, calendars, etc.)

* Manage scheduling, preparing and mailing of "new donor" packets

* Organize and maintain department filing, storage and archives

Event Management & Support

* Working with other Philanthropy team members, help manage and provide support for key fundraising events and activities such as Signs of Hope, Evening of Possibilities, Holiday Partners and the Employee Giving Campaign, etc.

* Coordinate event registration and attendance tracking; staff check-in tables, help with event set-up/breakdown, other day-of support as needed

* Assist with onsite registration, payment processing & collection

* Track, compile and distribute event donor rosters & sponsorship details

* Secure in-kind gifts for event raffle prizes, organize raffles and distribute prizes as needed

* Working with program/department leaders, identify Holiday Partners gift inventory and quantities needed; order/receive/organize gift items for distribution; secure temporary storage at Spring Harbor and coordinate transport of gift items there for holiday distribution; organize "wrapping party" at Spring Harbor; and manage any post event storage needs

* Draft event communiques (email, intranet, netcommunity, etc.) for initernal and external use

Volunteer Management & Support

* Workinig with Phlianthropy team colleagues, organize and coordinate regular and special donor volunteer meetings and activities including: Monthly Philanthropy Committee meetings and annual retreats

* Coordinate meeting logistics including: calendar meeting invites, dates/times, locations; compile/distribute agendas and meeting materials; take and transcribe meeting minutes; coordinate technical needs (virtual meeting links and presentations, etc.)

* Manage volunteer meeting portal onBoard, including assisting/educating volunteers on access to portal, prepare and upload information and meeting materials

* Identify and order any catering needed for meetings or activities

* Assist volunteers with any specific requests they may have regarding their volunteer responsibilities, making contributions or connecting with other MHBH staff or departments

Marketing & Communications

* Work with MH and MHBH MarComm colleagues to update Philanthropy information on MH website and intranet

* Prepare event reports and activity information for inclusion in digital newsletter

* Schedule and support regular interdepartmental check-in meetings including preparing agendas, minutes and maintaining Philanthropy/MarComm media needs calenda

Required Minimum Knowledge, Skills, and Abilities (KSAs)

1. Education: Bachelor's Degree preferred.
2. License/Certifications: Valid Driver's license required.
3. Experience: Three years of experience working in a development office preferred.
4. Additional Skills/Requirements Required: Extensive software experience, including Microsoft Office.
5. Additional Skills/Requirements Preferred: N/A

If you have questions about this role, please contact Leanne M. Roberts at leanne.roberts@mainehealth.org