Philanthropy Associate Data Marketing Specialist Annual Giving Program

Company Description

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better health care, no matter where you work within the Northwestern Medicine system. We pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, our goal is to take care of our employees. Ready to join our quest for better?

About the Role

The Philanthropy Associate reflects the mission, vision, and values of Northwestern Memorial HealthCare (NMHC), adheres to the organization's Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.

The Philanthropy Associate performs a critical role on Northwestern Memorial Foundation's (NMF) fundraising team. They are responsible for working with NMF managers, directors, vice presidents and other NMF team members to administer and coordinate activities and initiatives, completing projects as assigned.

NMF raises funds to support the health system's strategic goals to deliver exceptional care and experience, advance and extend medical science and knowledge and enhance people, culture and resources through: (1) raising planned, principal and major gifts, (2) cultivating and stewarding donors, and (3) fostering a culture of philanthropy at NMHC.

This position reports to the Program Manager, Data Management for daily tasks, while maintaining a dotted-line reporting relationship to the Program Manager, Annual Giving Program to align on strategic standards and cross-functional deliverables.

Within the Northwestern Memorial Foundation, the Philanthropy Associate, Data Marketing Specialist (Annual Giving Program) manages and segments donor data to drive recurring fundraising campaigns. They bridge fundraising strategy and technical execution by managing the CRM database, creating donor lists for direct mail/email, and ensuring data hygiene to optimize donor engagement and retention.

Responsibilities

Data Segmentation

• Query donor database to segment audiences for targeted appeals.
• Pull complex donor and patient lists for mailing and digital marketing campaigns, ensuring that all inclusions and exclusions are appropriately applied.

Data Integrity & Hygiene

• Perform complex data clean up using Excel and CRM to support the annual giving direct response program with their solicitations and stewardship (direct mail, email, phone) communications.
• Ensure accuracy in donor records, maintaining database security, particularly around patient data, and implementing data cleaning protocols.
• Maintain and update donor information in the database to ensure data accuracy and integrity.
• Regularly audit database records and reconcile discrepancies to uphold data quality.
• Incorporate data hygiene feedback to ensure mailing lists are of highest quality.
• Sanitize, refine, and validate large datasets (25K-500K+ rows) in Excel utilizing advanced data cleaning skills, including vlookups, text manipulation formulas, and if statements.
• Adhere to Northwestern Medicine privacy, communication, and data policies to ensure HIPAA compliance and data integrity.

Email Journey Building & Automation

• Develop, manage, and optimize automated email workflows, including welcome sequences, renewal, and patient acquisition campaigns.
• Monitor and process hard bounces, soft bounces, and spam complaints to maintain a high sender reputation.

Project Management

• Collaborate with Program Manager, Annual Giving Program to ensure deadlines are met, clarify quality expectations, and share opportunities for improvement.
• Balance work for multiple concurrent projects ensuring all get completed in a timely, accurate manner.
• Collaborate closely with the Annual Giving and Donor Communications teams, providing data expertise.
• Proactively engage in problem-solving and seek assistance as needed.
• Establish and implement standards to streamline processes and minimize errors.
• Cultivate a sound understanding of NMF's annual giving program and industry standards for donor segmentation best practices.
• Receive performance feedback openly, translating critiques into immediate operational improvements.
• Administer and coordinate philanthropy projects supporting fundraising programs. Those projects may include, but are not limited to: work plan development/implementation, requirements analysis, budgets, resource identification and allocation, solution development, information distribution, meeting facilitation, rollout strategies and overall performance reporting.
• Develop and maintain productive and professional relationships with donors, prospects, volunteers, vendors and team members, serving as a link between multiple parties and entities.
• Effectively handle or escalate problems that arise within the project team or issues with donors, and implement mitigation strategies as needed to achieve the desired results.
• Prepare and/or execute effective and efficient communication mechanisms which enable continuous exchange of project status, ideas and information, project developments among team members, NMHC Executives (project sponsors), donors, volunteers, vendor partners and others as appropriate.
• Create and execute project work plans, revising as appropriate to meet changing needs and requirements.
• In partnership with a manager, program director, director or vice president, utilize project management tools to ensure accuracy for philanthropy project planning, procurement and budgeting.
• Research and develop internal and external communications including presentations, speaking points, correspondence and other written materials.
• Participate in professional development opportunities to continuously strengthen leadership capabilities.
• Represent and provide support for NMF at appropriate events related to donor cultivation, stewardship and fundraising activities. This includes interactions with various levels of donors and constituents, both internally and externally.
• Respond to unanticipated complex issues as well as manage critical and confidential information.
• Utilize meaningful metrics to assess outcomes and achieve goals.
• Exemplify the NMHC values of patients first, integrity, excellence and teamwork.
• Perform other duties as assigned.

Required Qualifications

• Bachelor's degree.
• Minimum of three years of experience in a fundraising, community outreach, healthcare or development position, preferably in a non-profit organization.
• Excellent knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) and Raiser's Edge database.
• Ability to organize and think independently with orientation to deadline and detail.
• Demonstrated project management and organizational skills, demonstrated analysis and problem solving skills, excellent oral and communication skills, demonstrated ability to effectively establish and maintain working relationships with peers and constituents at all levels of the organization.
• A high degree of professionalism, sensitivity and integrity.
• The pace and diversity of this position requires an individual with strong intellectual curiosity, initiative, and highly effective listening and communication skills.
• A proven ability to meet deadlines, communicate effectively, track details and demonstrate a high level of flexibility in a team environment.
• Must be comfortable handling multiple projects, accurately setting priorities on a regular basis, thinking creatively and working as a collaborative team member.

Preferred Qualifications

Technical Proficiency

• Strong experience with CRM databases (e.g., Dynamics 365, Salesforce)
• MS Excel (data manipulation and cleaning)
• MS Office Suite

Analytical Skills

• Ability to interpret complex datasets and understand the implications of data errors for the Annual Giving Program.

Nonprofit and Philanthropy Knowledge

• Familiarity with annual giving, donor cultivation cycles, and advancement services best practices.

Communication

• Excellent written and verbal skills for collaborating with development teams and producing clean mailing and email lists.

Project Management

• Highly organized with a demonstrated ability to pivot, adapt, and drive results in a fast-paced, evolving environment with concurrent projects.

Growth and Learning Mindset

• Willingness to ask questions, learn new skills, and advocate for resources needed to succeed.

Compensation & Schedule

Shift: Day Job (1st)

Hourly Rate: USD 33.78 - USD 48.99

Additional Information

Equal Opportunity Employment

Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check. Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

Sign-On Bonus Eligibility

Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section to learn more.