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FCSF Program Management and Event Coordinator

24 Sep 2021 2:49 PM | Kristie Calandro (Administrator)


POSITION DESCRIPTION – Project Management and Event Coordinator

CSEC 1-27-2020

Employee Initials:

Position Title: Program Management and Event Coordinator

Work Location: FCS Foundation, Bradenton, FL

Reports To: Development & Event Manager

Position Summary:

The Project Management and Event Coordinator (PMEC) would serve as liaison between Marketing and the FCS Foundation coordinating Marketing requests in Workzone, scheduling projects, timeline follow up and ensuring project deadlines are met. The PMEC would also work with the Development and Event Manager regarding event logistics including donor database management system data entry, coordination of special campaigns and grants, as well as onsite event coordination. Provide support to Executive Director including weekly bank deposits.

Key Performance Areas

KPA 1 – Coordination and monitoring of Marketing projects

  • Enter Foundation Marketing requests in WorkZone providing complete information and updating as needed
  • Manage WorkZone schedules with follow up on projects ensuring deadlines are met
  • Communicate on all projects with Marketing team and Foundation including Development and Event Manager
  • Create a project management calendar
  • Coordinate weekly meeting with Marketing, Executive Director and Development & Event Manager

KPA 2 – Event tracking and processing

  • Assist with donor and event mailings utilizing Donor Perfect and Constant Contact
  • Input donor information in Donor Perfect
  • Follow up and track sponsors and guests regarding event attendance
  • Assist and track auction procurement via phone or email
  • Collect auction items onsite and enter detailed items in Excel and OneCause.
  • Assist with event logistics supporting the Development & Event Manager
  • Cultivate and build relationships with donors and sponsors

KPA 3 – Fundraising Events/Campaigns

  • Coordinator onsite at events, when applicable. Travel and overnight stay will be required.
  • Coordinate special campaigns such as Giving Challenge, payroll campaign, and chance drawing tracking
  • Coordinate third party events including collateral, Marketing requests, volunteers, etc.
  • Research and apply for grants including community foundations, corporations and private foundations
  • Coordinate quarterly Foundation newsletter

KPA 4 – Administrative Duties

  • Get Foundation mail and disperse appropriately.
  • Prepare interoffice courier pick up daily.


POSITION DESCRIPTION – Project Management and Event Coordinator

CSEC 1-27-2020

Employee Initials:

  • Prepare checks, enter donations in donor database and run weekly report for deposit and approval by Executive Director.
  • Deposit checks weekly at bank. Requires driving vehicle.
  • Print thank you letters and condolence letters for mailings. Manage volunteers to fold, stuff and seal.
  • Respond to requests for brochures, bracelets or donation boxes.
  • Prepare mailings externally or internally.
  • Provide support to Executive Director, as requested.

Position Qualifications/Requirements

1. Education: Bachelor’s degree in Business Administration, Management, Nonprofit or related field or commensurate experience

2. Previous Experience:

  • High degree of office and administrative proficiency
  • Database entry and maintenance (DonorPerfect)
  • Strong customer service skills, both written and verbal

3. Core Capabilities:

  • Analysis & Critical Thinking: Critical thinking skills including solid problem solving, analysis, decision-making, planning, time management and organizational skills. Must be detailed oriented with the ability to exercise independent judgment.
  • Interpersonal Effectiveness: Developed interpersonal skills, emotional intelligence, diplomacy, tact, conflict management, delegation skills, and diversity awareness. Ability to work effectively with sensitive and confidential material and sometimes emotionally charged matters.
  • Communication Skills: Effective communication skills (oral, written, presentation), is an active listener, and effectively provides balanced feedback.
  • Customer Service & Organizational Awareness: customer focus. Ability to build an engaging culture of quality, performance effectiveness and operational excellence through best practices, strong business and political acumen, collaboration and partnerships, as well as a positive employee, physician and community relations.
  • Self-Management: Effectively manages own time, conflicting priorities, self, stress, and professional development. Self-motivated and self-starter with ability work independently with limited supervision. Ability to work remotely effectively as required.

a. Must be able to work effectively in a fast-paced, multi-site environment with demonstrated ability to juggle competing priorities and demands from a variety of stakeholders and sites.

4. Computer Skills:

i. Proficiency in MS Office Word, Excel, Power Point, and Outlook required.

ii. Experience with cloud-based donor and grant management databases

5. Certifications/Licenses:

a. N/A

b. Valid state Driver’s License for travel to satellite offices and offsite meetings. Compliance with the company Driver Safety Operations and Motor Vehicle Records Check Policy is required.

6. Travel (double click to check relevant box): 0% <25% 26-50% 51%-75% >75%


POSITION DESCRIPTION – Project Management and Event Coordinator

CSEC 1-27-2020

Employee Initials:

a. Remote: Yes or No

b. As a reminder those who drive must provide copies of the declarations page of their personal insurance policy for each vehicle that they can use to the Human Resources Department for verification purposes annually. Required Limits: Split Limits of $100,000/$300,000/$100,000.

7. Standard Work Days/Hours (specify weekends and call requirements): Monday to Friday 8:30 AM – 5:00 PM.

8. Essential Physical Requirements: refer to last page of position description job specific for physical and mental requirements

Expectations for all Employees

Every FCS employee is expected to regularly conduct themselves in a professional and respectful manner, to comply with all labor laws, workplace policy and workplace practices. Employees are expected to bring issues of any forms of workplace harassment, discrimination or other potential improprieties to the attention of their management or the human resources department.

FCS has defined and adopted a set of C.A.R.E values that every employee is expected to follow. They are:

Continuously Support the Patient/Customer.

Our team delivers results by providing compassionate oncology and hematology services with continued focus on the patient.

Always Do the Right Thing.

We are committed to personal excellence, accountability, and integrity. We abide by the highest regulatory standards, perform in the most ethical manner, and take responsibility for our actions.

Respectfully Engage.

We foster positive relationships, encourage diversity of thought, and promote trust among our teams and customers. We encourage healthy debate and respect the thoughts and opinions of others. We believe that the talent, skills and expertise of our people are our most important assets.

Exceed Expectations.

We strive to provide excellence in all that we do. We create a standard of caring that goes above and beyond while embracing change in support of continuous improvement for our patients.

This position description reflects the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the job. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. The responsibilities listed may be subject to change at any time and individuals may be asked to perform duties outside of their regular responsibilities to support the ongoing business operation needs.

8430 Enterprise Circle, STE 140
Lakewood Ranch, FL 34202

941-757-1664 |

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