Administrative Assistant

Job Description

Job Description

Description :

The Floating Hospital Foundation is seeking a savvy candidate to join its organization as the Administrative Assistant of its fundraising Foundation. The Foundation is a relatively new entity for the Hospital, which is focused on major fundraising from a variety of sources to carry out the Hospital’s mission, offering essential care to those in need. Experience working a busy desk for multiple stakeholders is a must, and experience in sales / fundraising is a plus. The successful candidate selected for this role will work out of the Foundation’s Manhattan offices, located at 950 Third Avenue, visiting other sites as needed.

Founded in 1866, The Floating Hospital, is one of the last remaining charity hospitals in New York City. Our commitment is the same as it was 159 years ago : unrestricted healthcare to all who walk through our doors, regardless of identity, insurance status, or the ability to pay. We welcome individuals of all ages, from infants, school-age children (5 ), youth and adults. The Floating Hospital is a Federally Qualified Health Center and the largest provider to homeless families living in family shelters and domestic violence safe

houses throughout all five boroughs.

Helping those less fortunate matters. Uprooted families with few resources rely on The Floating Hospital for more than healthcare, including clothes, food, and even hygiene products and diapers. You will be joining a small team helping the most forgotten and hidden segments of society.

Essential Functions :

• Enters data on the CRM functions for fundraising and communications (currently SALSA) including maintaining accurate donor files, data entry, quick data pulls, data clean-up, troubleshooting database issues, etc. Reconciles reports with bookkeeper periodically and in preparation for quarterly treasurer’s report.
• Processes donations and prepares acknowledgement / Thank You letters. Maintains tracking documents for fundraising initiatives.
• Manages Outlook and other calendars for Foundation staff.
• Conducts in-depth donor prospect research on individuals, prospective Foundation board members, corporations, and in-kind donors; other research as needed.
• Works with the Director, Special Events, on project-related items such as events, mailings, etc.
• Schedules meetings with donors, board members and other funding partners, as well as for board meeting preparation and follow-up. Conducts board meetings via Zoom, organizes refreshments when required, writes minutes and works with board secretary to present to approval to the board. Maintains board member’s give / get reports.
• Provides excellent customer service and problem solving for Foundation staff, Foundation Board members, donors and volunteers.
• Supports Foundation board and committee members to ensure they have information and materials needed to fulfill their duties.
• Ensures volunteers are accurately coded as such in CRM, manage communication flow to volunteers, coordinates events and drives with the Health Education team. Is present and on site for events involving volunteers including on evenings and weekends.
• Supports foundation board member’s individual fundraising initiatives where appropriate.
• Edit / proofreads, and occasionally drafts correspondence including, but not limited to, appeals, acknowledgement and stewardship letters, and corporate and in-kind donation gift proposals, and, as needed, materials for funders.
• Updates organizational information on third-party charity evaluators such as Candid / GuideStar.
• Supports cross-functional foundation and hospital activities when related to fundraising.

Requirements :

High school diploma or equivalent with at least two years of experience working as an Administrative Assistant. Prior experience working with a CRM (SALSA, Salesforce, Raiser’s Edge) required. Must be extremely well organized and proficient with Microsoft Office 365 (Outlook, Excel, Word); must be able to successfully schedule events and meetings and manage multiple calendars.