Development Coordinator, Special Events

Boston, MA, United States

Job Description - Development Coordinator, Special Events (3289379)

The Development Coordinator is an integral role, providing administrative and programmatic support to the Special Events team and the Senior Managing Director for Communications, Donor Relations & Special Events within the Mass General Hospital Development Office. The Coordinator will manage calendars and meeting logistics, and handle select tasks for some special events and projects, as detailed below.

As a Coordinator, you will work alongside fellow management support professionals, or “MSPs,” who hold similar support roles in the department. Development MSPs are talented, dynamic, and valued colleagues who serve as partners and collaborators in teams across the department. As a Mass General Development MSP, you will have access to a variety of networking, professional development and leadership opportunities.

All team members are required to work onsite during events and must be committed to nights and weekend workdays, as needed.

To Apply

Applications must include a current resume and a cover letter detailing applicable experience and accomplishments.

About Us

Massachusetts General Hospital is one of the world’s top academic medical centers. It is the original and largest teaching hospital of Harvard Medical School, where nearly all our staff physicians serve on the faculty.

Mass General has pioneered medicine for more than 200 years, and we’re thinking big about the future. In 2021, we launched our largest-ever comprehensive fundraising effort —  The Campaign for Mass General — which seeks to raise $3 billion in philanthropic funding that will help us reach our four ambitious campaign goals, each grounded in a pillar of Mass General’s historic mission to treat, discover, teach and serve. To learn more about our Campaign, click here .

Our Department

The  Development Office  is a vibrant and collaborative team focused on advancing the hospital’s mission of health care excellence. We are committed to expanding the philanthropy that makes this mission possible.

We offer a  competitive benefits package  including generous health care and retirement plans and an array of professional development opportunities. We also offer a Flexible Workplace Program, a hybrid work model that affords employees the opportunity to work in the office a minimum of 4-6 days per month, depending on the business needs of the role. We comply with all Mass General Brigham  conditions of employment , including vaccination mandates.

Diversity and inclusion are priorities for our office and the  hospital . We strongly believe that a team of diverse identities, experiences, opinions and perspectives drives creativity, innovation and excellence.

Click here to learn more about our team and what it’s like to work with us.

Event Support Responsibilities

Serve as the primary support to event leads. Depending on the scope of assigned events, responsibilities may include:

Scheduling and coordinating planning meetings; recording minutes and distributing in a timely manner

Vetting hospital and senior leadership availability for meeting and event dates; ability to work with challenging schedules and navigate complex teams

Co-managing email inboxes for various programs; handling inquires and following-up with appropriate staff and departments

Assist with daily operational activities, such as organizing mailings, distributing letters and materials, occasionally to locations around the MGH/Mass General Brigham campuses as needed

Maintaining multiple tracking systems and spreadsheets for meeting preparation, including RSVP and event reports and data analysis

Developing comfortable relationships with vendors; managing orders, payments and communications

Assisting with administrative tasks related to event execution, including preparing name tags, registration lists, collateral and print materials

Attending and staffing events, include those on nights and weekends. Must be available to set-up/break-down events and readily take on other tasks as needed

General MSP Responsibilities

Manage the calendars of assigned individuals, keeping them free of scheduling conflicts

Make travel arrangements, prepare itineraries, and troubleshoot and resolve potential conflicts

Assist with coordinating activities, such as team meetings and retreats

Coordinate logistics, prepare agendas and other materials, take notes, and organize follow-up actions for meetings, events, appointments and presentations, troubleshooting issues as needed

Gather and record data and action items in a donor database and other data management systems, ensuring thorough documentation of activity, project status, and results

Submit employee expenses and vendor invoices

Produce and review communications and presentations, interpret related background information and draft responses as needed

Assist with assigned long and short-term projects or serve on project teams to provide additional support during peak periods

Participate in professional development opportunities, including taking advantage of shadowing opportunities when appropriate

Prepare and regularly update progress reports

Contribute to maintaining positive office morale, even in the face of high work volume and challenging periods

Assist with recruitment activities as needed

Take on other office-wide duties at the request of Development leadership

Adhere to the mission, credo and standards of behavior of Mass General Hospital

Qualifications

This position requires 1-2 years of experience in a customer service or relationship-building role. A bachelor’s degree is preferred but not required.

In addition, the ideal candidate will possess the following skills, abilities and attitudes:

Strong verbal and written communication skills

Problem solving skills; ability to find solutions with little oversight

Organizational, time management and project management skills

Command of Microsoft programs; ability to perform mail merges, create PowerPoints, create and manage Excel spreadsheets using complex data

Competency managing videoconferencing platforms (Zoom and Teams preferred)

Ability to learn CRM (Blackbaud) for data management, and Classy and GivenGain for online fundraising solutions

Attention to detail and ability to know when to seek guidance and advice

Professionalism, maturity and a strong work ethic

Desire and motivation to learn about the organization and fundraising

Awareness of personal work styles in self and others

Adaptability and flexibility in times of shifting priorities

Ability to work collaboratively with diverse audiences

Creativity and high levels of energy and enthusiasm

Commitment to adopting best practices and maximizing efficiency

Inclination to build relationships with people inside and outside of the organization

Good judgement and care in dealing with confidential information

Qualifications

This position requires 1-2 years of experience in a customer service or relationship-building role. A bachelor’s degree is preferred but not required.

In addition, the ideal candidate will possess the following skills, abilities and attitudes:

Strong verbal and written communication skills

Problem solving skills; ability to find solutions with little oversight

Organizational, time management and project management skills

Command of Microsoft programs; ability to perform mail merges, create PowerPoints, create and manage Excel spreadsheets using complex data

Competency managing videoconferencing platforms (Zoom and Teams preferred)

Ability to learn CRM (Blackbaud) for data management, and Classy and GivenGain for online fundraising solutions

Attention to detail and ability to know when to seek guidance and advice

Professionalism, maturity and a strong work ethic

Desire and motivation to learn about the organization and fundraising

Awareness of personal work styles in self and others

Adaptability and flexibility in times of shifting priorities

Ability to work collaboratively with diverse audiences

Creativity and high levels of energy and enthusiasm

Commitment to adopting best practices and maximizing efficiency

Inclination to build relationships with people inside and outside of the organization

Good judgement and care in dealing with confidential information

Massachusetts General Hospital is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

Primary Location Work Locations MGH 125 Nashua

Job Organization Organization Massachusetts General Hospital(MGH)

Schedule Schedule Full-time

Standard Hours 40

Shift Shift Day Job

Employee Status Employee Status Regular

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