Coordinator Administrative

Job Title: Coordinator Administrative

Location: Mountainside (MTN)

Department Name: Foundation

Req #: 0000213223

Status: Hourly

Shift: Day

Pay Range: $17.22 - $23.91 per hour

Pay Transparency:

The above reflects the anticipated hourly wage range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Summary

The Special Events Coordinator Logistics plays a key role in planning and executing a wide range of fundraising and special events in support of the Foundations strategic objectives.

This position coordinates logistics across departments, manages vendor relationships, and ensures seamless execution of event related processes.

This includes oversight of timelines, permits, and post event reconciliation.

The Coordinator also helps maintain donor engagement through support of peer to peer and DIY fundraising platforms.

Duties Responsibilities

• Coordinate and manage logistics for fundraising and special events, including but not limited to scheduling, RSVP tracking, materials distribution, and on site support
• Maintain event timelines using RACI or similar project management tools coordinate with internal staff and volunteer committees
• Serve as point person for all vendor contracts, eg. caterers, printers, designers, etc.
• Manage relationships and negotiate competitive pricing
• Collaborate with Development Operations to produce accurate invitation lists, invoices, event reminders, and reports
• Oversee all event related permits and licenses, including township applications and raffle permits in compliance with the Legalized Games of Chance Commission
• Track in kind donations and services, maintain donor forms, and coordinate item receipt and redemption of experiences
• Support DIY and peer to peer fundraising efforts, including creation and oversight of fundraising pages and related communications
• Assist in event budget forecasting, expense tracking, and reconciliation with Finance and Data teams post event
• Maintain and update event platforms, eg. Donor Drive, Classy ensure accurate data capture and system functionality
• Support outreach to secure auction items, gifts, and in kind contributions for key events
• Work collaboratively across departments to ensure consistency in event messaging, branding, and donor stewardship
• Provide on site event assistance, including vendor coordination, signage setup, and check in management
• Provide on site support at fundraising and stewardship events, including data collection and on the spot gift entry
• Perform daily gift processing and ensure accurate entry into event databases
• Maintain confidentiality and handle sensitive donor data in accordance with foundation policies

Qualifications

• Minimum of 3 years of experience in nonprofit development and event logistics
• Proven experience in managing fundraising events and working with vendors
• Familiarity with peer to peer fundraising tools and DIY fundraising campaigns preferred
• Strong project management, organizational, and time management skills
• Proficiency in Microsoft Office, eg. Word, Excel, Outlook and Adobe Acrobat
• Experience with CRM and fundraising platforms, eg. DonorDrive, Classy, Salesforce is a plus
• Excellent interpersonal skills with the ability to work across departments and interact with donors, staff, and volunteers
• Commitment to donor privacy, integrity, and foundation values
• Ability to manage multiple priorities under tight deadlines with exceptional attention to detail

Physical Requirements Working Conditions

• Availability for evening and weekend events as required
• Ability to lift and transport up to 25 lbs as needed
• Ability to sit at a computer for extended periods and perform repetitive data entry

Benefits and Perks:

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing promise, our market-competitive offerings include comprehensive benefits and resources to support our employees' physical, emotional, financial, personal, career, and community wellbeing. These benefits and resources include, but are not limited to:

Paid Time Off including Vacation, Holidays, and Sick Time
Retirement Plans
Medical and Prescription Drug Insurance
Dental and Vision Insurance
Disability and Life Insurance
Paid Parental Leave
Tuition Reimbursement
Student Loan Planning Support
Flexible Spending Accounts
Wellness Programs
Voluntary Benefits (e.g., Pet Insurance)
Community and Volunteer Opportunities
Discounts Through our Partners such as NJ Devils, NJ PAC, and Verizon
....and more!
Choosing RWJBarnabas Health!

RWJBarnabas Health is the premier health care destination providing patient-centered, high-quality academic medicine in a compassionate and equitable manner, while delivering a best-in-class work experience to every member of the team. We honor and appreciate the privilege of creating and sustaining healthier communities, one person and one community at a time. As the leading academic health system in New Jersey, we advance innovative strategies in high-quality patient care, education, and research to address both the clinical and social determinants of health.

RWJBarnabas Health aims to truly make a unique impact in local communities throughout New Jersey. From vastly improving the health of local residents to creating educational and career opportunities, this combination greatly benefits the state. We understand the growing and evolving needs of residents in New Jersey-whether that be enhancing the coordination for treating complex health conditions or improving community health through local programs and education.

Equal Opportunity Employer
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