Senior Assistant, Foundation Relations

				Overview:

The Senior Assistant provides administrative support for the Assistant Vice President II and an Associate Director II, Foundation Relations (FR), high-level administrative support for the FR team, and leadership to FR Assistants. Responsible for assisting the entire Division with reaching financial goals. Reports to Assistant Vice President II and Associate Director II, Foundation Relations.

The onboarding of this role will include a comprehensive training process which includes completion of online modules, shadowing colleagues, as well as hands-on learning experiences throughout the first calendar year in the role.

Embody Dana-Farber's Core Values: Impact; Excellence; Compassion & Respect; Discovery; and Equity and Inclusion every day. Add value to the Dana-Farber community by seeking opportunities to collaborate across the Institute. Foster an ethical, positive, results-oriented culture founded on open communication. 

This position is considered remote, 0-1 days onsite at 10 Brookline Place, Brookline, MA each week. DFCI guidelines state that employees must reside in New England: Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, or Vermont.

APPLICATION REQUIREMENTS:  

Resume and cover letter required with application submission. If you wish to disclose your personal pronouns, please include them within your resume and cover letter submission.

Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Responsibilities:

* Provide overall administrative support for the Assistant Vice President II (AVP II) and Associate Director II, including scheduling meetings; compiling/creating meeting materials and agendas; scanning and uploading documents to donor database; making travel arrangements; ordering office supplies; and managing calendar, correspondence, and mail; 
* Provide proactive fundraising support to AVP II and Associate Director II by tracking prospect activity within portfolio areas, conducting preliminary research on donors/prospects, checking funder websites for foundation deadlines, processing gifts, drafting and proofreading acknowledgement letters/stewardship reports, and producing call reports and briefings; coordinate donor luncheons, visits, and dinners; update donor records with contact information and report deadlines;
* Co-manage Dana-Farber's Limited Application process, working with the Institute's Chief Scientific Officer and Limited Application Committee to identify applicants for funding opportunities that limit the number of investigators who can apply per institution.

FR Team Support:

* Act as main contact for general FR questions and project requests;
* Maintain FR operations (prospect pipeline tracking, policies, documentation, and other team projects);
* Prepare quarterly and annual activity reports;
* Responsible for training and providing mentorship for three FR assistants;
* Manage FR annual budget and purchasing; assist AVP with annual budget revisions and planning;
* Manage annual pipeline building project;
* Assist AVP in developing annual operating plan and year-end reporting;
* Work with Fiscal & Regulatory Management to reconcile monthly, quarterly, and annual revenue totals for gifts and grants, and ensure accurate representation in ClearView database;
* Responsible for gift and grant award processing, adjustments, and reconciliation for entire team;
* Compile data and documents for the Senior Vice President and Chief Philanthropy Officer as needed;
* Prepare weekly staff meeting materials;
* Organize annual team retreat.

Qualifications:

High school diploma or equivalency required. Associate's/Bachelor's degree preferred. One year of administrative work experience required.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 

Excellent written and verbal communications skills are necessary with a strong orientation to customer service. Superior organizational skills and ability to manage a variety of projects are key. Directed and self-starting attitude with the ability to work independently as well as part of a team and work with a variety of personalities. Solid computer skills and competency in Microsoft Office Suite products is absolutely necessary. High degree of confidentiality must always be exercised.

PATIENT CONTACT: 

No.

WORKING CONDITIONS: 

This position is considered remote, 0-1 days onsite at 10 Brookline Place, Brookline, MA each week. Some overtime or weekend work may be required.

DFCI DISCLAIMER: 
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.  Requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities.  This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

DFCI offers a competitive benefits package including generous healthcare and retirement plans, at minimum 3-weeks' vacation time in addition to 10 paid holidays, a flexible work environment, and work/life balance.  Dana-Farber offers a variety of personal, professional, and leadership development opportunities to all members of its workforce through Institutional programming. Division of Philanthropy offers 75+ specialized professional development sessions designed for staff each year through its in-house learning program, the Center for Advancement Training.*

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Dana-Farber Cancer Institute