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Development Operations and Administration Associate

Ellie Fund
Job Title: Development Operations and Administration Associate
Job Type:
Job Search Ends:
September 30th, 2022
Organization's Website:

June 30, 2022

Title: Development Operations and Administration Associate FLSA Status: Non-Exempt
Reports To: Director of Development and Executive Director

Ellie Fund's mission is to ease the stresses of everyday life for breast cancer patients, allowing their focus to be on family, recovery, and healing. In pursuit of this mission, Ellie Fund provides essential support services—such as grocery assistance, nutritious prepared/delivered meals, transportation to medical appointments, childcare, housekeeping, and integrative therapy services—to Massachusetts (MA) patients during treatment. The organization is unique in partnering with patients and their families, providing monthly services for up to six months that are tailored to fit their needs, help them access treatment, and give them a real chance to survive what should be a mostly curable disease. Ellie Fund has never required proof of need, residency, or citizenship, making services available to any patient experiencing physical, financial, or emotional distress during treatment.

Ellie Fund is working hard to change the landscape of cancer care in a way that will impact not just breast cancer patients, but also influence how and when medical support services are provided to improve the healthcare experience for vulnerable populations across disease areas. The COVID-19 pandemic has made clear that offering support services via social work referrals alone is leaving too many women without the resources they need to survive breast cancer—a disease that should be curable 70% of the time. In response, Ellie Fund has built upon the social-work referral model and launched its Equitable Pathways to Breast Cancer Care initiative: four robust access pathways to proactively meet patients where they are. This work is championed by Boston leaders in oncology, equity, and public health and promises to critically improve women’s health in our Commonwealth by meeting patients sooner, helping them access and adhere to medical treatment, enabling improved outcomes, and ultimately reducing death rates from breast cancer for Black and Brown women. Furthermore, Equitable Pathways represents system change that has the potential to benefit marginalized individuals facing any disease. Equitable Pathways is changing outreach, education, referral, and intake strategies not just at Ellie Fund, but across our network of hospitals, community health centers, and other community partners.

Ellie Fund Statement on Inclusion and Diversity At the Ellie Fund, we welcome all patients and work diligently to make sure our services are known and accessible. From our Board, to our staff and to the patients we serve, we are an inclusive organization that looks to encourage and fully embrace all cultures, backgrounds and viewpoints. In doing so, we believe that we are better equipped to serve our patients and appreciate that while all of our patients share one common characteristic (they are actively treating for breast cancer) those patient’s individual situations are vastly unique and different. As the Ellie Fund continues to grow, we will continue our efforts looking for ways to become an even more diverse organization to better serve the needs of our patients.

Position Description

Under the direction of the Director of Development, the Development Operations and Administration Associate will be responsible for database management and maintenance, gift processing, prospect research, development support including reporting, and assisting with routine and special projects/events as well as Administrative Support of the Executive Director as needed.

Essential Functions and Responsibilities Gift-Processing: 40% of responsibility

  • ●  Process, enter and submit to finance all gifts including checks, credit cards, wire transfers/ACH, stock, in-kind, gift cards, third party platforms, payroll contributions and matching gifts and event donations with attention to every detail.

  • ●  Manage gift processing of Corporate, Foundation, Major Gift donations. Determine proper financial accounts/proposals, scan documentation, invoice pledges and mark gifts with proper coding for acknowledgement.

  • ●  Merge, edit and mail out all acknowledgement letters and tribute notifications within set timeframes, including ED


  • ●  Produce and mail out quarterly invoices for outstanding pledge balance capture.

  • ●  Upkeep the conditional merge acknowledgement letter templates.

  • ●  Collaborate with the Finance team to resolve bad checks, credit card issues, financial account reclass, deposit reports,

    and all documentation.

    Database Management: 40% of responsibility

  • ●  Provide data to support the information needs of the Development Department.

  • ●  Regularly run data health checks in the database, maintaining quality and accuracy of all records, and implement

    methods for data quality improvement.

  • ●  Ensure that adequate documentation (definition, classification, etc.) exists for each data element/system.

  • ●  Create and run reports as needed, including portfolio management reports and results reporting utilizing Salesforce

    and various other databases and systems.

  • ●  Responsible for maintaining donor records by merging, updating solicit codes, and addresses.

  • ●  Establish and oversee procedures and business rules for donor records and gift processing.

  • ●  Import, query and export data as needed for members of the development team.

  • ●  Conduct and produce prospect research profiles.

    Other Duties 20% of responsibility

  • ●  Works with the Development Team to support and oversee all special events operations

  • ●  Respond to inquiries via phone and email; interact with and address the needs of donors.

  • ●  Assist with special mailings including preparation of materials, copying, printing and distribution.

  • ●  Perform special project duties as assigned at direction of the Executive Director and/or Director of Development

    including but not limited to taking accurate meeting minutes, monitoring and ordering of supplies and collateral for operations of the Ellie Fund and supporting the Executive Director with Board Reports and Scheduling

    Education and Experience:

  • ●  Minimum of two years of experience in development operations.

  • ●  Bachelor’s degree preferred.

  • ●  Salesforce experience preferred or other CRM and willing to learn.

  • ●  Proficient with Microsoft Office.

  • ●  Must have excellent oral and written communication skills.

  • ●  Must have extraordinary attention to detail.

  • ●  High levels of discretion and confidentiality required.

  • ●  Salary commensurate with experience, ranging from $45,000 to $55,000.

    Physical Requirements

    Hybrid model with mandatory two days in office. Ability to communicate effectively both verbally and in writing. May spend extended periods on the telephone, at the computer terminal or operating other office machines, requiring eye-hand coordination and finger dexterity. May be lifting and/or carrying light office supplies and event supplies.

    * The above is intended to describe the general content and requirements of work being performed by people assigned to this classification. It is not intended to be an exhaustive statement of all duties, responsibilities, or skills required of personnel so classified.

    Preferred Qualifications:

    • ●  Experience with Salesforce or other CRM platforms

    • ●  Bilingual or multilingual fluency

● Knowledge or interest in nonprofit organizations Ellie Fund Benefits for Employee

  • ●  Health insurance plan (employer contribution)

  • ●  Dental plan available

  • ●  Vision plan available

  • ●  Life insurance available

  • ●  403b retirement plan available (no employer match)

  • ●  12 paid holidays per year

  • ●  Paid sick, vacation and personal time

  • ●  Partial cell phone reimbursement

  • ●  Professional development opportunities available
    Submit Cover Letter and Resume to careers@elliefund.org attention Danna Remen

133 Federal Street, Suite 802 | Boston, MA 02110
Phone: 617.426.2606
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