Foundation Coordinator in Coupeville, Washington at Whidbey General Hospital

TEMPORARY 90 DAY POSITION

JOB SUMMARY

The Foundation Coordinator is responsible for providing administrative, operational and financial support to the Foundation. This role involves coordinating fundraising activities, managing donor relations, organizing events, and maintaining accurate records. The Foundation Coordinator plays a vital role in ensuring the smooth functioning of the foundation’s day-to-day activities and supporting its long-term strategic goals. This role is responsible for maximizing the efficiency of the CRM software, the data inside it and how the Foundation uses it to market effectively to current and potential donors.

JOB KNOWLEDGE & QUALIFICATIONS

Administrative Support:

• Manage day-to-day office operations and procedures.
• Manage Foundation communications, including answering phone calls, responding to emails, and handling mail.
• Provide administrative support to Director and staff.
• Coordinate meetings, prepare agendas, take minutes, and follow up as needed
• Prepare and edit documents, reports, and presentations as needed.
• Maintain records, files, and confidential information.

Donor Relations:

• Cultivate and maintain relationships with donors, sponsors, and partners.
• Manage the gift entry process, including credit card payments, checks, deposits,
• Prepare and send acknowledgment letters, receipts, and other donor communications.
• Track and report contributions. Manage donation acknowledgments and memorial donations.
• Manage ‘Tree of Life’ including offers to donors, leaf engravement, placement and acknowledgment.
• Coordinate employee payroll deduction lists.

Donor Database Management:

• Develop and maintain custom reports and dashboards to provide actionable insights.
• Utilize data analytics to identify trends, patterns, and opportunities for donor engagement.
• Conduct donor segmentation to target specific groups for campaigns and outreach.
• Engage in data mining to gather additional information on current and prospective donors.
• Conduct donor research and profiling to support fundraising events and strategic initiatives.
• Maintain comprehensive documentation of database configurations, processes, and procedures.

Donor Software Management:

• Manage and maintain the donor database, ensuring data accuracy, integrity and confidentiality.
• Configure and customize the donor software to meet the Foundation’s needs.
• Oversee data entry processes and ensure consistent data standards are applied.
• Conduct regular data audits and cleanups to maintain the quality of donor information.
• Develop and implement policies and procedures for donor data management.
• Serve as the primary point of contact for donor software vendors and manage vendor relationships.

Event Planning and Coordination:

• Lead of Tour De Whidbey
• Work with the Foundation Director and team to develop the vision and objectives for events.
• Manage event logistics, including venue selection, catering, invitations, and registration.
• Monitor event budgets to ensure expenses remain within limits and provide periodic financial reports.
• Source and negotiate contracts with vendors, including caterers, decorators, audio-visual technicians, and rental companies.
• Conduct post-event evaluations to assess the event's success and gather feedback from attendees and stakeholders.
• Ensure all events comply with legal and regulatory requirements, including permits and insurance.

Financial Management:

• Assist in budget preparation and monitoring.

• Process donations and prepare financial reports.

• Collaborate with the finance department to ensure proper recording and allocation of funds.
• Manage annual audit process, compile documents, create reports, and respond to inquiries.
• Route and file income to the appropriate accounts. Create, route, and file accounts payable check requests to accountant. Track check requests and deposits.
• Assist in monthly reconciliation of accounts; create comprehensive financial statements and reports.

Compliance and Reporting:

• Ensure compliance with all relevant regulations and best practices in fundraising and donor management.
• Prepare and submit required reports to regulatory bodies and stakeholders.

Skills & Abilities

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and donor management software (e.g., Raiser’s Edge, DonorPerfect).
• Ability to work independently and as part of a team.
• Attention to detail and a high level of accuracy.
• Commitment to the Foundation’s mission and values.
• Positive attitude and a proactive approach to problem-solving.
• Ability to maintain confidentiality and handle sensitive information.

Other Working Conditions

• This position typically works in an office setting, with occasional travel required for events and meetings.
• Some evening and weekend work may be required, particularly during fundraising campaigns and events.

Education

Bachelor’s degree in Nonprofit Management, Communications, Business Administration, or a related field.

Training and Experience

2-3 years of experience in nonprofit administration, fundraising, event planning, or a related area.

Certificates, Licenses, Registrations

• Maintain a valid WA State Driver’s License. An out of state driver’s license will be acceptable in conjunction with a valid US Military ID.
• Current personal auto insurance and is insurable with the District’s insurance carrier.
• Washington State driving record upon hire and may be subject to annual driving record checks based on facility insurance carrier requirements.