Foundation Coordinator in Coupeville, Washington at Whidbey General Hospital

JOB SUMMARY

Reporting to the Executive Director, the Foundation Coordinator is responsible for daily oversight of Foundation business operations, driving the overall administrative cadence and ensuring that all operations run smoothly and align with standards. This includes supporting the project management of Foundation business operation functions and financial coordination, bank processes, money handling, and financial data monitoring.

The Foundation Coordinator plays a crucial role in the effective oversight, cleansing, reporting, and analysis of donor information, utilizing CRM and event software to manage the foundation’s database.

The Foundation Coordinator must be proactive, trustworthy, dedicated, focused, self-directed, and able to take initiatives, balancing multiple priorities and deadlines, while ensuring the high level of professionalism, confidentiality, and customer service. Assignments outside of business hours are expected during major fundraising events and initiatives—this includes evening and weekend work.

KEY RESPONSIBILITIES

1. OFFICE MANAGEMENT | Administrative

• Oversee the day-to-day operations of the office, ensuring a smooth administrative cadence.
• Manage the Executive Director's calendar, schedules appointments, and coordinates meetings.
• Handle correspondence, phone calls, and emails on behalf of the Executive Director and the Foundation.
• Manage meeting logistics, including agenda development, minutes, and follow-up.
• Prepare and edit documents, reports, and presentations as needed.
• Organize and maintain records, files, and confidential information.

1. BUSINESS OPERATIONS

• Serve as the primary point person for creating, updating, and maintaining donor, member, and prospect records in Donor Perfect and any other database platforms or spreadsheets the foundation adopts.
• Manage the gift entry process, including credit card payments, checks, deposits, and thank-you notes.
• 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 and donor appreciation fleece disbursement.
• Coordinate with purchasing and accounting departments for payment and reimbursement.
• Oversee volunteer recruitment, orientation, and training for fundraising events.

1. Financial Management

• Assist in budget preparation and monitor budgetary performance.
• Process invoices, expenses, and financial transactions in collaboration with the accountant.
• Reconcile financial statements and provides regular reports to the Executive Director.
• Assist in financial planning and forecasting activities.
• Act as the primary contact for the bookkeeper and auditor.
• Manage annual audit process, compiles documents, creates reports, and responds to inquiries.
• Route and files 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 and creating comprehensive financial statements and reports.
• Gather and organize all pertinent information for yearly accountant tax preparation.
• Maintain non-profit 501(C)3 status with government entities and non-profit databases.

1. Donor database MANAGEMENT

• Researching Prospective Funders & Donor | Identify Donor Trends
  • Dive in research to identify relevant prospective donors with philanthropic records
  • Identify corporate and foundation sponsors.
  • Perform lookups and build lists of diverse funding sources and donors.
  • Initiate a system to indicate planned giving scores and analytics
• Data Mining & Donor Segmentation
  • Engage in thorough research to gather additional information on current donors.
  • Conduct proactive data mining activities to extract valuable insights and identify donor trends.
  • Strategically segment current and prospective donors based on relevant criteria to tailor communication and engagement strategies.
• Cleanse, Report, and Analyze Donor Data
  • Systematically cleanse data to maintain accuracy, generate comprehensive reports, and perform in-depth analysis of donor information.
  • Utilize CRM and event software functionalities to extract meaningful insights.
  • Implement protocols for timely and accurate data updates to reflect changes in donor profiles.
  • Implement data entry best practices to maintain a high standard of information integrity.
  • Regularly perform database maintenance tasks, identifying and rectifying inaccuracies. Ensure the donor system is consistently updated with the latest and most relevant information.
  • Implement data cleansing protocols to enhance the overall quality of the database.
• Creating Visual Representations & Reporting
  • Develop visually appealing representations of donor data through charts, graphs, and reports.
  • Utilize visualization tools to communicate complex data insights in a comprehensible manner.

Attendance at Special Events is mandatory and may require occasional evening or weekend work.

JOB KNOWLEDGE & QUALIFICATIONS

Education

• Bachelor's degree or equivalent demonstrated experience preferred.

Training and Experience

• Minimum 3 years of successful experience in Business Administration, preferably in Office Management, Fundraising, Development, Special Events, Financial Management, or Project Management.
• High-level proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).
• Familiarity with a CRM Database or donor-related databases.
• Quick adaptability to new software and platforms.
• Excellent written communication and presentation skills.
• Strong organizational, communication, and time-management skills, demonstrating problem-solving abilities.
• Excellent interpersonal skills with a friendly and professional customer interaction etiquette, both face to face and through various communication channels.
• Document preparation, proofreading, and editing expertise with a sharp attention to detail.
• Adaptability to multitask, prioritize, and work independently or collaboratively as a team player.
• Detail-oriented, thriving in a fast-paced work environment, capable of meeting short turnaround deadlines with a positive and proactive attitude. Results-oriented with robust project management skills.
• Sound judgment, high integrity, and professionalism, maintaining confidentiality with discretion, diplomacy, and courtesy in interactions with staff, board members, and external stakeholders.
• Understanding the importance of confidentiality in handling sensitive information related to donor finances and compliance with HIPAA laws.

Certificates, Licenses, Registrations

Maintain a valid WA State Driver’s License, personal insurance, and insurability with the District’s Insurance Carrier.