Philanthropy Coordinator

Friday, 18 Aug 2023

The Garvan Research Foundation’s income has grown from a fundraising base of $110,000 in its first year to more than $48 million in 2021 – approximately half of the Institute’s total income. The remarkable success of the Foundation’s activities is having a catalytic impact on our researchers’ ability to make scientific contributions that will lead to earlier diagnosis, better treatments and ultimately prevention or cure of a range of diseases.

The Philanthropy Coordinator role is a vital position within the Garvan Research Foundation supporting the Philanthropy team in the retention, stewardship and acquisition of ‘Major Gift’ donors (generous individuals, families, and trusts and foundations), corporate partners and community event fundraisers. This role also provides specialised and administrative support to the Philanthropy team. Further, the Philanthropy Coordinator will assist the Events and Office Coordinator in delivering bespoke meetings and events for donors and prospects.

Salary: $70,000 + 11% super + salary packaging
Employment Type: Full time permanent


  • Generous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,900 general expenses + $2,650 meals/accom)
  • Ample opportunities for on-going training and development
  • Stimulating, diverse and highly international research environment
  • Flexible work arrangements e.g. start / finish times etc (ideally minimum 4 days per week on-site)
  • 18 weeks paid parental leave for both parents including paid superannuation
  • A range of additional leave types to meet your personal needs including cultural leave, conference leave, community service and study leave
  • Discounted health insurance
  • Lifestyle discounts with our community partners

Database administration and information sharing:(with logistical support from Supporter Services and the Database Officer)

  • Maintenance of detailed and accurate donor records in the CRM database (Raiser’s Edge experience preferred but not essential) and on the server;
  • Updating the Philanthropy files on the server as required, including templates, media articles, administrative documentation;
  • Coordinate donor receipts, invoices and acknowledgement communications with relationship managers;
  • Proactively streamlining administrative processes to provide personalised and efficient customer experience to major donors;
  • Generate and run lists from the database on a regular schedule and ad-hoc basis as required

Support in the retention and stewardship of major donors

  • Manage the review of major donors’ distribution lists for the delivery of appeals, Garvan’s ‘Breakthrough’ magazine and the Annual Report mailing;
  • Management and implementation of Garvan’s donor-recognition program:
  • Timely and personalised thank you letters and receipts;
  • Coordination of additional acknowledgement, as appropriate;
  • Management of acknowledgement names;
  • Management of Honour Boards (Garvan, The Kinghorn Cancer Centre and virtual);
  • Assist in the formatting of bespoke written proposals and reports that inspire support for Garvan’s research and communicate the impact of philanthropy on Garvan’s research (InDesign experience preferred but not essential);
  • Provide administrative support for a defined schedule of exclusive philanthropy events (see below);

Contribute to the development and delivery of a defined schedule of high-value donor retention and acquisition events (with logistical support from the Events and Office Coordinator and the Senior Digital Coordinator), including but not limited to:

  • Preparation of guestlists, including major donors, corporate partners, board members and Garvan scientific leadership;
  • Management of event RSVPs in the database and responding to guest’s RSVP and special requirements;
  • Coordination of reminder and confirmation emails to all guests;
  • Facilitation of guest research prior to the event;
  • Coordinate and facilitate event follow ups (including thank you cards);
  • Document and evaluate event outcomes.

Provide exemplary and specialised donor care/customer service expertise to the overall Foundation, including but not limited to:

  • Draft and personalise high-value donor recognition (thank you) letters and making thank you calls/emails;
  • Collaborate with the Fundraising Team (DM) on all appeals, Breakthrough newsletters, Annual Reports and coordinating the corresponding high-value donor communications;
  • Monitor and manage stock of major donor-related collateral; e,g. folders, Annual Report, information flyers, invitations, thank you cards, etc.

Provide administrative and day-to-day support to the Philanthropy team for high-value donor engagement requirements such as:

  • Booking meeting rooms;
  • Providing meeting and tour support;
  • Facilitating tea and coffee orders;


  • 1 – 2 years of fundraising experience desired;
  • Experience in an administrative role with a process-driven approach;
  • Excellent database skills (Raiser’s Edge experience desired but not essential);
  • Can work effectively and independently with minimum supervision;
  • Demonstrates good judgement in decision making and high level of professionalism;
  • Excellent verbal and written communication skills (able to engage with internal/external stakeholders and high net worth individuals);
  • Excellent relationship-building skills;
  • Demonstrates consistent ability to perform to expectations and to manage time effectively;
  • Able to be flexible with time and prioritise urgent tasks accordingly;
  • Very high level of computer skills (MS Office products including Word, Excel, PowerPoint and Outlook, and Zoom);
  • A flexible thinker, can modify their position depending on the circumstances;
  • High level of accuracy and attention to detail.

HOW TO APPLY To apply for this position, please submit your application with a CV and cover letter as one document, stating why you are interested in this role. Only applicants with full working rights in Australia are eligible to apply for this role.

Apply here