Administrative Coordinator

Department/Unit:

Development

Work Shift:

Day (United States of America)

Salary Range:

Administrative Coordinators are integral members of the Foundation Team.  They provide high-level support specific to the unique needs of our diverse Development programs, on behalf of AMHS’ tripartite mission of patient care, education and research.  This position supports  

Principal Gifts, Grateful Patients & Families, Corporations & Foundations and Signature Events Programs.  

Position Title:             Administrative Coordinator for Albany Medical Center Foundation   

Reports to:                 Assistant Vice President, Principal Gifts

Position Overview

Administrative Coordinators are integral members of the Foundation Team.  They provide high-level support specific to the unique needs of our diverse Development programs, on behalf of AMHS’ tripartite mission of patient care, education and research.  This position supports  

Principal Gifts, Grateful Patients & Families, Corporations & Foundations and Signature Events Programs.  

We are seeking a detail-oriented candidate with project management expertise, customer service experience, and strong time management skills. This position has multiple competing work demands and requires adaptability, well-developed prioritization and organizational skills, and the ability to work independently and as a valued team member. Ability to communicate effectively in person and in writing, with a high degree of professionalism, enthusiasm, discretion, initiative, and maturity.  This person must be customer-service oriented, decisive, able to prioritize, work under pressure and meet deadlines. 

General Administrative Responsibilities

• Strong computer skills are required.  High level of experience with Microsoft Office products and features such as MS Teams, Excel, Power Point, mail merge, Webex/Zoom is essential; prior experience with Raiser’s Edge & NXT preferred  
• Calendar management including interaction with internal and external executives and assistants, as well as constituents, to schedule a variety of meetings, site visits, campus and off-campus tours
• Proofreading skills and document formatting ability for donor correspondence, reports and complex proposals
• Manage multiple cost-center budgets, submit travel and expense reports, invoices and reimbursements through Workday 
• Maintain ongoing donor prospect and financial reports independently and in collaboration with our Development Operations database and research staff 
• Support site visits and events, overseeing details, logistics and donor stewardship opportunities
• Data base donor and donor prospect tracking, reports as needed   
• Assist across teams and programs, including our Signature Events, (Radiothon, Light Up the Night, Golf Tournament, Melodies of Christmas and Dancing in the Woods) as well as smaller donor events as deemed necessary—“all hands on deck”
• Function as gatekeeper for external visitors to the office, deliveries; responsible for answering calls, inquiries to the main phone line, handle incoming Development emails

• Work closely with the Administrative Operations Specialist to communicate competing priorities to ensure appropriate coverage and business needs are met

Program-specific Responsibilities

Supporting the Assistant Vice President, Principal Gifts Program Coordinate travel arrangements including booking flights, rental cars, accommodations, scheduling constituent meetings and logistical planning of small events; advance prep of travel materials, itinerary, post-travel follow-up and maintaining AVP record of travel history Detailed and high-level execution of frequent donor/prospect correspondence, reports and mailings    

Supporting the Assistant Vice President, Grateful Patients & Families Program

Coordinate Champion Pin Program including assembling monthly awards/reports, related communications  

Facilitate toy donations to the Children’s Hospital; follow-up correspondence, assist with Toy Room organization

Manage office supply of parking passes and meal vouchers

Supporting the Director of Development and Associate Director of Development, Corporations & Foundation Relations

Assist with proposals and PowerPoint presentations, proofreading, formatting, printing, mailing

Support researching potential grant opportunities

Compile and update required proposal supporting materials

Supporting the Director and Associate Director of Signature Events & Coordinator of Children’s Miracle Network Programs

Manage USPS Bulk Mailing Postal permit account

Provide support as needed at Signature Events: Radiothon, Light Up the Night, Golf Tournament, Melodies of Christmas and Dancing in the Woods

Education, Requirements

Bachelor’s Degree and a minimum of three to five years’ experience within a professional organization  Maintain a level of confidentiality regarding personal and financial information of donor prospects/donors and all work activities designated as confidential Represent the Foundation at internal and external events, in the community, and among peer professionals in a manner that generates respect and goodwill and contributes to Albany Medical Center’s reputation as a health care facility of distinction To perform this job successfully, an individual must be able to shift seamlessly from independent work to participating as a valued team member     With advance notice, occasional evening and weekend work may be required

Thank you for your interest in Albany Medical Center!​

Albany Medical is an equal opportunity employer.

This role may require access to information considered sensitive to Albany Medical Center, its patients, affiliates, and partners, including but not limited to HIPAA Protected Health Information and other information regulated by Federal and New York State statutes. Workforce members are expected to ensure that:

Access to information is based on a “need to know” and is the minimum necessary to properly perform assigned duties. Use or disclosure shall not exceed the minimum amount of information needed to accomplish an intended purpose. Reasonable efforts, consistent with Albany Med Center policies and standards, shall be made to ensure that information is adequately protected from unauthorized access and modification.