Department Coordinator at Westchester Medical Center – Valhalla, New York

Job Summary: The Department Coordinator provides support to the Vice President, Development as well as administrative and project support for WMCHealth Foundations network-wide. This position supports the efficient and smooth day-to-day operations of the Foundations by preparing correspondence, creating and updating spreadsheets and presentations, coordinating materials for board meetings and donor visits, scheduling meetings, taking minutes, managing invoices and contracts, updating information in the database, and other duties as assigned. This position requires the ability to anticipate the needs of the department, interact with staff at all levels in a fast-paced environment, and maintain a high level of professionalism and confidentiality.

Responsibilities:

• Manages scheduling for the VP, Development and department and maintains departmental calendar network-wide
• Answers main phone line, addresses callers’ inquiries and requests, directs calls to other staff members as needed.
• Receives visitors, responds to inquiries and requests, directs visitors to other staff members as needed.
• Prepares and mails correspondence, assists with office mailings and mail merges
• Maintains office supply inventory and orders supplies
• Maintains office equipment and oversees office services
• Manages all contract entry and vendor invoices, coordinates with Finance to ensure all contracts and invoices are processed, paid, and handled in a timely manner, enters and updates all steps of the invoice process in Salesforce.
• Handles scheduling and meeting logistics for donor visits and tours across the network
• Prepares and coordinates materials for donor visits and/or events such as handouts, reports, and presentations.
• Utilizes Salesforce to track donor visits, contact notes, solicitations, and appropriate constituent follow-up for the VP, Development.
• Supports all Foundation Boards, including preparing correspondence, scheduling meetings and tracking attendance, preparing handouts and presentations, recording minutes, and tracking all board members and terms in Salesforce.
• Works closely with Critical Care Tower Campaign Manager to ensure the smooth operation of the day-to-day functions of the campaign, which includes preparing and distributing meeting materials, recording minutes, and assisting with office mailings and mail merges.
• Performs word processing; creates Excel spreadsheets and PowerPoint presentations; prepares reports
• Exhibits excellent interpersonal skills; provides customer service; assists other support staff as necessary; collaborates with all levels of internal and external leadership, management, foundation board and staff as well as outside clients, vendors, and other external parties

Qualifications/Requirements:

Experience:

• 1-2 years in administration, required.

Education:

• Associate’s degree, required.
• Bachelor’s degree, preferred.

Licenses / Certifications: N/A

Other:

Special Requirements:

• Good communication and computer skills
• Microsoft Office Suite proficiency

Physical Requirements: