About:The Rema Hort Mann Fund is founded on the belief in the healing power of creativity and community. For almost three decades, we have been dedicated to ensuring that individuals facing cancer and emerging artists have the support they need to thrive. Through our programs, we celebrate bravery, resilience, and hope, empowering both artists and cancer patients on their journey toward healing and creativity.Position Summary:Reporting to the Executive Director, the Development and Programs Assistant plays a crucial role within RHMF. This position supports administrative processes essential for managing RHMF’s development, programmatic initiatives, and provides vital support for auction activities. Responsibilities include scheduling meetings, researching and writing grant proposals, donor development, event planning, maintaining prospect lists, and assisting with auction preparation and execution. The role demands exceptional attention to detail and a commitment to delivering high-quality service. Occasional evening and weekend hours may be required.Essential Responsibilities:Development: 35%Regularly manage updates to constituent database and constant contact mailing lists to ensure all contacts are properly moved through the development process and coded appropriately.Manage process of opening and closing new donor funds. Send welcome letter to new fundholders and assist with their initial online registration.Research potential prospects and add information to constituent database, e.g. meeting notes. • Manage gift acknowledgement process and produce donor letters on a weekly basis. • Work closely with the Finance department on incoming gift processes.Compile and create folders and marketing materials for Development prospect meetings. Coordinate, attend and draft minutes and other documents for Development Committee meetings.Assist the Development department with the following duties: scheduling meetings, calendar and contacts maintenance, meeting preparation and follow-up, among additional responsibilities.Write, proofread, edit, and send correspondence, including but not limited to: Fund agreements, addendums, donor letters and gift proposals.Monitor local media outlets for news and information on philanthropic trends, Foundation fundholders and prospects.Program Administrative 30%Assist in general Grants Office administration including database management, file maintenance, ordering research materials and periodicals, and keeping calendar of deadlines and events. • Schedule, attend and document key outcomes of grantee site visits.Work to enhance and improve grant and administration processes.Support the Executive Director in the proposal application and grant renewal process. • Draft award letters and monitor grantee payment and report schedule.Perform all administrative aspects of grantmaking, including support with grant due-diligence and tracking in the central database.Organize, update, and track grantee files in the central database; maintain the Fund’s file storage; ensure that all information is current and easy to access.Respond to general e-mail inquiries about the Fund and/or funding requests.Office Administration and Auction Support 35%Assist with special events planning, preparation and execution and processing of online RSVPs. • Set-up for board, staff, and other business and programmatic meetings and events. • Assist with onsite/offsite auctions, pertaining to all aspects of the office functions. • Accurate inventory input to auction platform.Create and maintain accurate excel spreadsheets of inventory pre/post auctions. • Perform post auction activities to include event statements and thank you letters, bidder issue resolution, supply and decoration storage, volunteer appreciation, and office clean up.Serve as back up for telephone coverage and training temporary receptionists as needed. • Order supplies.Meet and greet visitors for department meetings.General office duties, including photocopying, errands, and filing.Other duties as assigned.Experience, Abilities & SkillsBA preferred with a minimum of 1-3 years of experience in an area related to office administrative support, development, project management or event coordination. Prior nonprofit work experience is a plus.Exceptional skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities and problem solve.Previous auction experience preferred.Excellent customer service abilities.Excellent reading, writing and grammar skills. Both written and verbal.Excellent skills and experience with Google Docs, GiveButter, Asana working with databases and internet research; knowledge of Submittable, and Canva is a must.Demonstrated team player with a strong collaboration ability.Ability to take initiative with projects to work both independently.Knowledge of telephone and electronic mail protocol.Flexibility in schedule required.Physical Demands & Working Environment:This position operates in an office setting. The office environment is typically quiet and conducive to focused work, equipped with standard office amenities and technology infrastructure to support administrative tasks, meetings, and communication.The role entails minimal physical demands, primarily involving sedentary work such as sitting at a desk, working on a computer, and engaging in meetings and discussions. However, occasional travel (up to 10%) to off-site meetings or events may require standing, walking, or light lifting of materials such as documents or promotional materials. Job may require lifting light weight objects (1 to 10 pounds) with no repetitive bending or stooping.Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depend, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.Rema Hort Mann Fund is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.
