Advanced Clerical - Temporary/Part Time (5573)

Simmons Cancer Institute at SIU needs assistance with its trademark fundraising gala, Denim & Diamonds, scheduled for fall. The premier event draws 625-650 in attendance and raises more than $500,000 annually for cancer research at SCI. The individual would be responsible for tracking incoming auction item donations after the initial donor contact, working with the event planning committee made up of donors and community members, and managing the auction set-up and check-out areas at this major event. These areas are essential to the event and can determine the success of the event. The individual would work with the manager from the initial completion of foundation paperwork and assist with post-event reconciliation activities.

• Assist with event calendar & task deadlines
• Assist with foundation documents for mailing lists for auction item requests, Gift-In-Kinds (GIKs), donor and solicitor contacts, and sponsorship data.
• Assist in management of Greater Giving/Auction Pay as an assistant database administrator, including organizing data entry and on-site event setup. Duties include photographing and entering more than 400 auction items into the auction system; managing auction item inventory and tracking; recording GIKs and auction packages; and inventorying all Denim & Diamonds event-owned items. Individual will manage timelines for auction item entry and photography, attend committee meetings and report on donated item totals, participate in packaging nights, and oversee appropriate packaging and distribution of items to committee members. Responsibilities also include assisting with auction item management and checkout operations during the event.
• Work in collaboration with the Auction Committee and GIK procurement including the management of online application processes required by some auction item donors. The individual also coordinates picking up items after the event and ensuring the correct item is delivered to the purchaser.
• Prepare written descriptions for auction packages and donated items for use in the auction system, promotional materials, and event publications to help maximize bidder interest and fundraising success.
• The individual is responsible for ensuring all necessary donor information is obtained for accurate IRS reporting of charitable contributions and that donation forms are properly prepared and readied for transmittal to the SIU Foundation.
• Other duties as assigned.

Qualifications to be Verified by Placement Officer

1. High school diploma or equivalent.
2. Two (2) years (24 months) of work experience comparable to the third level of this series