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Office Manager & Patient Grants Administrator, Part-time

We invite you to join our Hope Chest for Breast Cancer Foundation team as our part-time Office Manager and Patient Grants Administrator. Through our new web-portal, local breast cancer patients submit requests for financial support in the form of payment to their rental or mortgage companies, utility, and other essential service providers. As our patient grant administrator, you play a central role in our mission, liaising between patients seeking financial support, partners in the medical community, the service providers we make payments to on their behalf and Hope Chest for Breast Cancer Foundation. Working with our leadership team, you will process patient grants, maintain records, and build relationships with medical partners and patients. Additionally, you will make and maintain records for donor gifts, make banking deposits, process, and distribute donor confirmation and recognition communications. You will also have responsibility for managing the day-to-day aspects of office operations and coordination.
The Hope Chest for Breast Cancer Foundation’s mission is to provide the quickest access to help with the most urgent emergency needs of local breast cancer patients and their families.

DESCRIPTION OF DUTIES
This position reports directly to the Executive Director. Position averages 15-20 hours a week.

Responsibilities of the job include:
Patient Grant Administration, Patient & Healthcare company relations
• Serve as the primary point of contact with patients and grantees. Listen actively and with empathy, pro-actively and patiently guiding them through the Hope Chest GO system and processes during this difficult time of transition in their lives.
• Coordinate and pro-actively solve patient application challenges in using the application portal
• Pro-actively work with patients to help expedite the completion of their applications.
• Liaise with healthcare partners, and patient service providers to ensure expedient processing/disbursement of funding and payment to their creditors
• Build relationships with healthcare partners through effective problem solving, strong customer centricity, investigating and acting upon opportunities for continual improvement.
• Drive onboarding of new healthcare partners, educating foundation and social worker/nurse navigators on Hope Chest GO platform, program, and processes.
Office Management
• Make and record financial/banking deposits, reconciling/recording in accordance with financial and auditing policies and processes of Hope Chest for Breast Cancer foundation
• Serve as administrator of the donor management system
• Enter donor and gift data into Razor’s Edge and process/distribute receipt of payment, donor thank you letters, and other required year-end statements as applicable.
• Update and maintain donor database and manage Hope Chest Grants Online administration
• Manage and distribute daily mail and manage all office mailings
• Monitor and order office supplies within budget parameters
• Monitor and respond to inbound general phone calls and emails, resolving and/or escalating as appropriate
• Work closely with outside service providers to manage technology services including copier, telephone systems, email, computers as needed.
• Generate database lists, letters, envelopes, mailings and reports as needed.
• Coordinate other projects as assigned by the Executive Director

THE IDEAL CANDIDATE WILL DEMONSTRATE:
• 2+ years grant administration or Raiser's Edge donor payment management experience
• 2+ years’ experience working in a direct to customer or patient relationship management role
• Prior experience working with confidential/sensitive information
• Excellent written and verbal communication skills, particularly in conveying empathy, warmth, and responsiveness over the phone.
• Ability to positively interact with a wide variety of people, specifically our most important audience being local breast cancer patients and health partners
• High customer centricity
• Active listening skills and proactive problem-solving practices
• Database skills: Experience with various website management programs, contact management systems, including data entry and reporting
• Ability to perform work with high degree of autonomy
• Ability to receive direction from team members, committee chairs, and Board members.
• Good financial acumen/numbers oriented
• Proficiency in MS Office, web-based applications, and calendar management
• Good organizational skills
• Exceptional attention to detail and follow through
• Personal skills: You will excel in this position if you love helping people, adding value, proactively solve problems; double check the important details; and are committed to the great work the Hope Chest provides to those undergoing breast cancer treatment.
Previous experience leadership or office manager experience preferred.

Our Orono/Navarre office environment is casual and professional. In our team environment, we value a pitch-in spirit to get the job done. We are a hybrid work environment, working both on site and remotely. If this position sounds like the job and environment you are seeking to grow your skills, please email a resume including cover letter including to jflaws@hopechest.com

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