Advancement Administrative Coordinator

About The College of Physicians of Philadelphia

Founded in 1787, the College of Physicians of Philadelphia is one of the oldest professional medical organizations in the country and home to: the Mütter Museum, the Historical and Medical Library, HistoryofVaccines.org, a dynamic Center for Education, a full calendar of public events, and a busy facilities rental calendar. More than 175,000 guests visit us annually and we are extremely proud of our mission to advance the cause of health while upholding the ideals and heritage of medicine. 

Functions of the Advancement Coordinator

Working closely with the Chief Advancement Officer (CAO) and the entire eight-person Advancement team, the Advancement Administrative Coordinator supports the smooth functioning of the day-to-day executive and information operations. The Advancement Coordinator is an integral part of the Advancement staff and will be assigned various special projects critical to the College mission and division goals.

Training, Skills and Experience Guidelines

The Advancement Administrative Coordinator must have strong writing skills, a passion for the College mission, history, programs, and be accustomed to delivering high-quality work while adhering to tight deadlines. This is an ideal position for someone looking to build a career in development and fundraising at one of the Philadelphia’s premiere cultural institutions.

The Advancement Administrative Coordinator must have:

• Experience in constituency management and fundraising management software. Raiser’s Edge experience preferred.
• Excellent project management, analytical, and organization skills with the ability to juggle multiple projects simultaneously.
• Ability to handle confidential information and interact professionally with College staff and College Fellows.
• Ability to work as part of a dynamic team.

Key Responsibilities

• Provides administrative support to the Chief Advancement Officer.
• Meticulously tracks and records all gifts to the College.
• Prepare and mail daily acknowledgement letters for all gifts to the College.
• Prepare daily Advancement reports to the Office of Finance and Accounting.
• Works to maintain and update the Fellowship, donor, membership, and fundraising database, including specialized queries, reports, pledge reminders, dues invoices, bulk mailing materials, merged letters, attendee data, and other responsibilities.
• Works collaboratively on the management and logistics of all Fellowship meetings, events, and activities.
• Serves as chief liaison to the College’s Admissions Committee, managing the entire Fellowship induction process from initial paperwork to acceptance.
• Schedules and updates internal meetings.
• Schedules and updates outside events and tours of the College.
• Takes and distributes minutes at key staff meetings and for select Committees.
• Other projects as assigned.

Salary/Benefits

This is a full-time position that receives a competitive non-profit salary with a generous benefits package.

 

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.