Position Summary
The Administrative Assistant provides primary secretarial support to the Director and the Foundation Board. The Administrative Assistant manages the accuracy and completeness of donor gift records and the donor recognition process. The Administrative Assistant is responsible for accurately tracking revenues and expenditures for restricted funds and also oversees the funds expenditures process, working with departments throughout Mercyhealth.
Performance Standards
1. Provides primary secretarial support and serves as receptionist for the Foundation office and the Director, manages Director’s schedule, meeting preparations for committees and Board functions, and follow-up. Organizes communications, mail, correspondence and filing for the Director in timely, accurate manner.
2. Provides primary secretarial support for the Foundation Board of Directors. Notifies Board members of meetings, including committee meetings. Prepares Board packets and information for presentations as needed. Handles logistics of Board and committee meetings such as room reservations, food service, audio visual support, registration, etc.
3. Attends Board meetings and takes minutes. Prepares in timely fashion for review by Director.
4. Utilizing specialized donor database software (Raiser’s Edge), enters daily gift information for the Foundation and for Mercyhealth at Home into the donor database. Updates specialized fields, contact information, special notes, categories of donors, etc. for both individual and corporate donors to insure accurate, useful information.
5. Produces timely and accurate thank you letters for all Foundation gifts, utilizing appropriate templates and individualized correspondence.
6. Makes daily deposits accurately and in keeping with policies and procedures. Produces month-end and year-end revenue reports from donor software for Foundation and revenue. Balances these reports against daily deposit information.
7. Produces mailing lists and implements mail merge projects utilizing Raiser’s Edge. Produces and maintains accurate donor lists for publication in newsletters and annual report.
8. Utilizes technology appropriately to assist in the development of relationships with our donors including the “Event” module in donor software, credit card acceptance software and equipment, and/or other software programs to provide up-to-the minute, accurate listings of donations and respondents to events.
9. Provides bookkeeping function, utilizing Excel and Quickbooks, to accurately track revenues and expenditures in more than 60 restricted revenue funds — critical for integrity to donor wishes and overall Foundation accounting.
10. Processes check requests, purchase orders and other aspects of the funds expenditure process for Foundation operations. Logs those expenditures to provide accurate balances in the various funds. Works closely with requesting departments as well as with purchasing, finance and other departments in this process.
11. Provides support at Foundation events as needed..
12. Personifies customer service and represents the Foundation in a highly professional manner to all customers, internal and external — including donors, board members, physicians, executives and personnel throughout the system.

For a full job description, please click here: Mercyhealth Foundation Administrative Assistant