Philanthropy Operations Coordinator - job 1 of 2

Renowned as the academic flagship of the University of Maryland Medical System, our Magnet®-designated facility is a nationally recognized, academic medical center with opportunities across the continuum of care.  Come join UMMC and discover the atmosphere where talents and ideas come together to enhance patient care and advance the science of nursing.  Located in downtown Baltimore near the Inner Harbor and Camden Yards, you won’t find a more vibrant place to work! 

About the University of Maryland Medicine Philanthropy Team:

The University of Maryland Medicine Philanthropy (UMMP) team is a joint initiative uniting the fundraising endeavors of the University of Maryland Medical Center and University of Maryland School of Medicine. This strategic partnership exemplifies a commitment to revolutionizing healthcare through transformational philanthropy. With a mission centered on the pillars of education, research, patient care, and community partnership, our collective focus is set on securing philanthropic support that will fuel excellence in every endeavor of our academic medical center enterprise.

UMMP is welcoming new team members who are eager to maximize their professional skills and leverage their experience to create a collaborative, best-in-class fundraising model. Team members will be encouraged to use their unique expertise and perspectives to bring their work to life, contributing to the larger mission. Empowering diverse perspectives will be essential to this process.

General Summary:

Under supervision of the Sr. Director of Finance and Development Operations, the Philanthropy Operations Coordinator will focus on vendor and contributor relations for the University of Maryland Medicine Foundation (UMMF). Responsibilities include managing vendor payments, supporting fundraising events, assisting with gift processing, maintaining detailed financial records, and providing administrative support. The role also supports event logistics, assisting with compliance and reporting, and ensuring smooth vendor and donor-related processes across the Foundation. There will be a strong focus on invoicing and payment management.

UMMF is the 501(c)3 that manages the fundraising operations for the University of Maryland Medical Center. All donations are processed through the University of Maryland Medical System Foundation, which serves as the primary fundraising entity for the University of Maryland Medical Center, UM Midtown and UM Rehab.

Donations to the University of Maryland Medical System Foundation allows the University of Maryland Medical Center to sustain important initiatives such as innovative research, upgrades to facilities and programs, leading-edge technology and enhancements to patient care, thus improving health in Maryland and beyond.

Donations are made to the University of Maryland Medical System Foundation (UMMSF) by cash, check, credit card, securities, payroll deduction, wire transfer or gift-in-kind. Donations are received via mail, phone, fax, M&T lockbox, wire transfer, through the University of Maryland Medical System website or in-person.

Principle Responsibilities & Tasks

• Vendor Payment Administration
  • Manage procurement and vendor payment for UMMF
  • Prepare purchase requisitions and check requests, including those for gift fund use
  • Process payments via purchasing cards and resolve issues promptly
  • Manage vendor relationships to include monitoring and managing e-mail set-up for submitting vendor invoices to ensuring that payments are handled promptly, and problems are resolved in an expeditious and professional manner
  • Onboard new vendors and coordinate with AP for invoice processing
  • Track vendor contracts and ensure timely renewals
  • Maintain a vendor tracking system and manage payment records for easy access
  • Troubleshoot payments in process to ensure they are completed accurately and on time.
  • Coordinate with Accounts Payable Department to ensure invoice submissions and processing issues are addressed to facilitate timely payment
  • Track vendor invoices and coordinate with Dept staff to determine expense accruals for month end financial reporting
  • Track vendor contracts and related service terms to ensure renewals are processed timely to ensure continuance of service
  • Maintain vendor tracking spreadsheet to monitor payments requested and made from Foundation funds
  • Organize and maintain a filing system for vendor invoices, purchase orders, requisitions, and contracts in the finance shared directory for easy access and research
  • Ensure payment status and payment documentation can be easily located and provided to staff and managers as needed
• Gift Processing Support
  • Following prescribed security and control procedures, receive daily mail, create daily logs of cash and checks received for processing, assist with remote deposits and credit card processing
  • Log cash and checks, assist with remote deposits, and handle credit card processing following security protocols
• Administrative Duties
  • Assist with event and meeting management as assigned, including staff coordination
  • Provide logistical support for select donor and committee meetings, ensuring follow-up with attendees
  • Coordinate event logistics with internal teams and external vendors, preparing documents such as invitations, sponsorship packages, acknowledgments, agendas, and reports
  • Work closely with Philanthropy Officers to manage logistics for high-level donor meetings
  • Support special projects as directed by department management
  • General Administrative Support
  • Manage the Sr. Director of Finance Development Operations’ calendar and serve as backup for leadership’s Executive Assistant
  • Assist with federal and state compliance, including nonprofit status registrations.
  • Support the distribution of key operational reports
  • Perform administrative functions related to the office space, equipment, and supplies. Work with IT on staff tech issues
• Other Duties As Assigned

Education and Experience

• Bachelor’s degree in accounting, Finance, or related field is preferred. Four (4) years of work experience in these fields or in donor/vendor relations may be substituted for the degree requirement*
• At least three (3) years of experience in donor/vendor relations, payment processing, or a related field is also preferred

Knowledge, Skills and Abilities

• Experience in the management of logistics, volunteer relations and other aspects of fund raising is required
• Excellent written and verbal communication skills are required
• Ability to work collaboratively is required
• Proficiency in Microsoft Office Suite (Word, Excel, etc.) is required. Familiarity with databases such as Raiser's Edge and experience using mail merge is desired.
• Proficiency in UMMS procurement and payment policies and processes is desired
• Experience with Raiser’s Edge NXT and/or Blackbaud CRM fundraising platforms a plus

*Experience used in lieu of a degree may not be counted toward work experience (i.e. Experience cannot be double counted.)

Salary Range: $62,940-$88,130

All your information will be kept confidential according to EEO guidelines.