Coordinator Administrative Req #: 0000213223
Category: Clerical / Administrative Support
Status: Full-Time
Shift: Day
Facility: Childrens Specialized Hosp
Department: Foundation
Pay Range: $17.22 - $23.91 per hour
Location: 150 New Providence Rd, Mountainside, NJ 07092

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 supportMaintain event timelines using RACI or similar project management tools coordinate with internal staff and volunteer committeesServe as point person for all vendor contracts, eg. caterers, printers, designers, etc.Manage relationships and negotiate competitive pricingCollaborate with Development Operations to produce accurate invitation lists, invoices, event reminders, and reportsOversee all event related permits and licenses, including township applications and raffle permits in compliance with the Legalized Games of Chance CommissionTrack in kind donations and services, maintain donor forms, and coordinate item receipt and redemption of experiencesSupport DIY and peer to peer fundraising efforts, including creation and oversight of fundraising pages and related communicationsAssist in event budget forecasting, expense tracking, and reconciliation with Finance and Data teams post eventMaintain and update event platforms, eg. Donor Drive, Classy ensure accurate data capture and system functionalitySupport outreach to secure auction items, gifts, and in kind contributions for key eventsWork collaboratively across departments to ensure consistency in event messaging, branding, and donor stewardshipProvide on site event assistance, including vendor coordination, signage setup, and check in managementProvide on site support at fundraising and stewardship events, including data collection and on the spot gift entryPerform daily gift processing and ensure accurate entry into event databasesMaintain confidentiality and handle sensitive donor data in accordance with foundation policies

Qualifications

Minimum of 3 years of experience in nonprofit development and event logisticsProven experience in managing fundraising events and working with vendorsFamiliarity with peer to peer fundraising tools and DIY fundraising campaigns preferredStrong project management, organizational, and time management skillsProficiency in Microsoft Office, eg. Word, Excel, Outlook and Adobe AcrobatExperience with CRM and fundraising platforms, eg. DonorDrive, Classy, Salesforce is a plusExcellent interpersonal skills with the ability to work across departments and interact with donors, staff, and volunteersCommitment to donor privacy, integrity, and foundation valuesAbility to manage multiple priorities under tight deadlines with exceptional attention to detail

Physical Requirements Working Conditions

Availability for evening and weekend events as requiredAbility to lift and transport up to 25 lbs as neededAbility to sit at a computer for extended periods and perform repetitive data entry

Additional Information:

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
#LI-SK1
 

At RWJBarnabas Health, our market-competitive Total Rewards package provides comprehensive benefits and resources to support our employees physical, emotional, social, and financial health.

Paid Time Off (PTO)Medical and Prescription Drug InsuranceDental and Vision InsuranceRetirement PlansShort & Long Term DisabilityLife & Accidental Death InsuranceTuition ReimbursementHealth Care/Dependent Care Flexible Spending AccountsWellness ProgramsVoluntary Benefits (e.g., Pet Insurance)Discounts Through our Partners such as NJ Devils, NJ PAC, Verizon, and more!

RWJBarnabas Health is an Equal Opportunity Employer