Coordinator Donor Services

Harvard Medical School-affiliated Hebrew SeniorLife is a mission-driven nonprofit founded more than a century ago in the spirit of the Jewish tradition to honor our elders and care for the most vulnerable. Since its founding in Boston’s Dorchester neighborhood, Hebrew SeniorLife has expanded to meet the changing needs and expectations of seniors and their families locally, nationally, and internationally. Today, Hebrew SeniorLife is unique in the breadth of services it offers to seniors of all religions, cultures, races, class backgrounds, sexual orientations, and gender expressions.

We work to redefine every aspect of the aging experience with:

• Vibrant senior communities
• A full spectrum of personalized, holistic health care services
• Influential research that advances the quality of life for seniors and informs public decision-making
• Multidisciplinary teaching programs that help grow the ranks of geriatric care specialists

Hebrew SeniorLife is the only senior care organization affiliated with Harvard Medical School and we are home to the only long-term chronic care teaching hospital in the United States. Our patients and residents benefit from the spirit of curiosity this prestigious academic connection brings to our care delivery and programs. Our Harvard affiliation also connects us to four major teaching hospitals in the Boston area and Harvard Medical School’s 18 academic health care centers. Future doctors, researchers, and health care professionals find an enriching learning environment as they learn from and work alongside our skilled professionals.

Our employees are our greatest asset. With more than 2,400 employees, Hebrew SeniorLife is among the 75 largest employers in Massachusetts and has been recognized five times by the Boston Globe as a “Top Place to Work.” Our culture is shaped by a set of common principles, which we call our cultural beliefs and define as:

• Lead the Way I positively impact the lives of seniors, and take pride in helping HSL lead the way in the field of aging
• Go Beyond I explore new and innovative ways to help achieve and advocate for HSL’s mission
• Succeed Together I contribute to the achievement of HSL’s mission through collaborative efforts, and recognize the contributions of others
• Ask What Matters I ask questions to understand what matters most to our diverse community of patients, residents, families, and employees
• Speak Up I invite and offer respectful feedback and ideas
• Grow Professionally I own my development, and nurture that of others

 Background

Hebrew SeniorLife's Age of Opportunity campaign, which successfully raised over $125 million from 2017-2023, was a significant milestone. This achievement supports HSL’s ongoing mission to expand and enhance services for seniors and their families.

Position Summary

Building on the success of the Age of Opportunity campaign, the Coordinator will be an integral member of HSL’s Development team as we enter a quiet phase to plan for the next campaign. By joining 20 other Development professionals and reporting to the Senior Director of Development Operations, the Coordinator will be responsible for the daily implementation of the gift processing function for the department, ensuring accuracy and timely handling of all gift information in support of the department’s operations. Serve as an effective and enthusiastic Hebrew SeniorLife spokesperson and representative; maintain an active, current body of knowledge of Hebrew SeniorLife and its mission, programs, activities, institutional needs, and fundraising priorities

Responsibilities

Gift Processing and Acknowledgements (Allocation: 65% - 75%, with increased time around ticketed events and calendar year-end)

• Enter, record and receipt all gifts made to Hebrew SeniorLife with the expectation of committing all gifts within 1-3 business days of receipt
• Oversee checks depositing via in-house via electronic system, including maintenance of Development bank deposits backups
• Resolve issues related to credit card transactions, i.e. credit card errors, declines and invalid credit cards
• Review and complete all gift adjustments
• Manage all monies and proper coding for ticketed events in Raiser’s Edge, working closely with Events Team leading up to event; run event reports as requested
• Oversee all aspects of matching gift processing
• Prepare timely and accurate thank you receipts, acknowledgment letters, and other donor correspondence
• Handle all electronic acknowledgements for all gifts and payments up to $1,000.00
• Create and send via email and U.S. Mail signed acknowledgement letters and/or notification to honoree/donor when situation calls for quick response/alert
• Oversee production of Annual Fund thank you letters according to signatory matrix, in collaboration with Assistant Director, Annual Giving
• Produce acknowledgements for all (non-event) gift in-kind donations to HRC-HSL
• Prepare and provide the information needed for all acknowledgements and tribute letters with the expectation of delivering them to donors within 2-3 business days of the receipt of the gift
• Ensure Raiser’s Edge is updated in a timely manner and maintain weekly filing of all Batch reports once acknowledgements are complete/sent
• Coordinate with the Senior Director, Development Operations on the end of month processes and perform occasional process audits and provide reports and metrics to ensure integrity of gift entry and acknowledgement processing standards
• Ensure all gifts are entered accurately and the correct information is documented
• Create monthly Development Cash and Pledge reports for Fiscal
• Produce and distribute of Weekly Gift Reports to Development Team
• Meet agreed-upon goals and metrics
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Database Updates (Time: 15%)

• Enter new/updated data information for individuals and corporations received through gift entry
• Conduct daily review of Boston Globe Obituaries and five local Jewish Funeral Homes, send daily notifications of all pertinent information, and update relevant records in Raiser’s Edge with current information and acknowledge next of kin who have directed gifts IMO to Hebrew Rehabilitation Center
• Develop and maintain proficiency in the use of the Raiser’s Edge and Luminate

Other Duties (Time: 10%)

• Serve as primary contact for donors and prospects who call into the main Development phone line seeking to make a gift or with inquiries of an existing pledge, providing superior customer service; transfer other inquiries to appropriate Development Team member or HSL staff/department
• Compile Development staff credit card receipts/expenses and create monthly reconciliation reports to submit to Fiscal Department
• Routinely review, update, maintain and participate in Raiser’s Edge data records to ensure accuracy and data integrity, including salutations and address lines on a monthly basis
• Serve as support staff for select Development and Board Relations events
• Other duties as assigned, including various administrative tasks

• Bachelor’s degree, and minimum of five to seven years of experience in fundraising, communications, preferably in a non-profit environment
• Deep commitment to Hebrew SeniorLife’s mission to honor our elders and care for the most vulnerable and our Cultural Beliefs
• High level of proficiency in Microsoft Office Suite and experience with Raiser’s Edge
• Critical degree of data entry accuracy
• Capacity to evaluate problems accurately and display good, sound, and confidential judgment along with exercising discretion with highly confidential information
• Demonstrated high levels of verbal, written and communication skills; editing and proofreading skills; and customer service/professionalism
• Positive, enthusiastic attitude, and ability to work well with others
• Self-motivated and deadline oriented
• Able to prioritize responsibilities as well as manage and coordinate several projects simultaneously and efficiently by employing strong organizational and time management skills
• Able to identify inefficient and ineffective processes and implement improvements