Project Coordinator - Foundation * Days - 40hrs/wk

Requisition #: req10588

Shift: Days

FTE status: 1

On-call: No

Weekends: No

General Summary

The Project Coordinator is an integral position within the Office of Development as this person is responsible for administrative, communications, and event support, as well as the accurate and timely management of donations for University of Michigan Health-West. The Project Coordinator reports to the Associate Director, Foundation Finance & Operations and acts as a liaison among hospitals, foundations, departments, development colleagues, and the Office of University Development to ensure efficient and accurate facilitation of event and meeting activities, and management of all gifts as well as fundraising-related non-gifts. This role ensures each group is compliant with IRS, SPG, and cash management guidelines and serves as a subject matter expert for Michigan Medicine in all matters of gift acceptance.

Knowledge, Skills And Abilities

• High school diploma and a minimum 3 years of customer service OR Bachelor’s degree and a minimum of 1 year of customer service
• Applied knowledge of universal financial and accounting methods
• Proficient with Microsoft Office Suite (Excel, Word, PowerPoint, etc.), Google, Adobe and Raiser's Edge
• Excellent written and verbal communication skills; superb attention to detail
• Ability to work flexible hours with occasional weekend and evening work as needed
• Candidate is required to have reliable internet service
  
  

Work Locations

The onsite location for this position is an office suite at 5900 Byron Center Avenue SW, Wyoming, MI. This building provides free, on-site parking for staff. This position may be eligible for flexible work opportunities at the discretion of the hiring department. Flexible work agreements are reviewed annually and are subject to change dependent on the business needs of the hiring department, throughout the course of employment. This position works both onsite and remotely based on the business needs of the unit.

This position works onsite and requires occasional travel to Lansing, Ann Arbor, and other regional locations. There may be occasional opportunities for remote work.

Essential Functions And Responsibilities

Administrative Support (45%)

• Provide reception desk coverage and administrative office support
• Under the direction of Associate Director, Foundations Board Relations supports and coordinates board meetings, records detailed meeting minutes, and prepares packets and related materials as directed
• Monitor and triage Foundation inbox, processing incoming gifts from outside sources and appropriately distributing remaining emails
• Manage main phone line, handle courier deliveries, receive/distribute daily US mail, and order office supplies.
• Under general supervision, provide support for ongoing special projects as they relate to the maintenance of the donor database
• Prepare P-Card and hosting documentation for reconciliation
  
  

Gift Acceptance and Processing (25%)

• Accept and deposit gifts, create cash receipt tickets as required and send deposits to the bank
• Maintain the highest level of professionalism and attention-to-detail while handling incoming calls from donors requesting assistance
• Enter gifts of cash, check, and credit card in the development databases (Blackbaud Lansing/UMH-West and DART Ann Arbor), ensuring donor information and gift designation is accurate, while applying a strong knowledge of donor intent and legal donor identification guidelines
• Add donor biographical information to the development databases and update/correct, as necessary, with information provided by donors or development contacts
• Add donor preferences (opt-outs) to the development databases
• Manage new and existing tribute records in development and internal databases
• Continually monitor gift handling procedures and recommend revisions designed to increase accuracy, timeliness, and donor satisfaction
• Participate in ongoing gift handling training for regional administrative staff and development personnel
• Act as a subject matter expert in IRS, CASE, UM-SPG, and cash management guidelines as they relate to gift acceptance
• Prepare and send weekly gift reports to development community
• Prepare and send gift receipts to donors weekly
• Prepare and send tribute notification letters weekly
• Prepare and send pledge reminders monthly
• Track communications on donor records in donor databases and image documents as appropriate
  
  

Event Support (25%)

• Enter event registrations into development databases and provide support with name tags
• Event finance, including managing auctions, sales tax, and sponsorships; work with Events team staff to ensure event gifts are handled with efficiency and accuracy, taking into account gift, gift-in-kind, and auction components
• Process credit card transactions when required, ensuring compliance with SPG and cash management guidelines
• Prepare invoices and purchase orders as required
• Represent UMH-West at regional development events as requested, ensuring cash management best practices are maintained
• Provide post-event reporting to Events team
  
  

Other Duties as Assigned (5%)

• Under general supervision, provide support for ongoing special projects as they relate to the maintenance of the donor database
• Provide backup support for data and reporting needs
• Other work and/or special projects as assigned