Foundation Operations Coordinator

$43,306 - $64,938/Yr

Island Health - Anacortes, WA

Full-time - Entry Level

Anacortes, WA

Administration of Human Resource Programs

About the position

The Foundation Operations Coordinator plays a vital role in the daily operations of the Foundation, reporting directly to the Executive Director. This position is responsible for ensuring that all administrative functions run smoothly and align with the Foundation's standards. The Coordinator will support the Executive Director, Foundation staff, and Board of Directors in various capacities, including logistics and coordination for board and volunteer activities, data and project management, business operations, and correspondence. The role also involves prospect research, donor recognition, and financial coordination, which includes managing bank processes, money handling, and monitoring financial data. A key aspect of this position is the effective oversight and management of donor information, utilizing Raiser's Edge CRM and event software to maintain the Foundation's database. The Coordinator must be proactive, trustworthy, dedicated, and able to balance multiple priorities while ensuring professionalism, confidentiality, and excellent customer service. The role may require assignments outside of regular business hours during major fundraising events and initiatives, which could include evening and weekend work. The Coordinator will oversee the day-to-day operations of the office, manage correspondence on behalf of the Executive Director, and handle meeting logistics, including agenda development and follow-up. They will also be responsible for maintaining records, managing the Executive Director's calendar, and ensuring compliance with licenses and permits. Additionally, the Coordinator will support grant applications and manage the gift entry process, ensuring accurate tracking and reporting of contributions. Financial management duties include assisting in budget preparation, processing invoices, and reconciling financial statements. The Coordinator will also support the Board of Directors and Foundation staff in meeting preparations, donor stewardship communications, and fundraising strategies, while coordinating special event logistics and volunteer management.

Responsibilities

• Oversee the day-to-day operations of the office, ensuring a smooth administrative cadence.
• 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.
• Manage the Executive Director's calendar, schedules appointments, and coordinates meetings.
• Manage licenses, 501(c)3 status, and special events permits as needed.
• Responsible for materials and supplies ordering, purchasing and tracking of event and office inventory.
• Provide support to execute grant applications and prepare required grant documentation.
• Serve as the primary point person for creating, updating, cleansing and maintaining donor, member, and prospect records in Raiser's Edge and any other database platforms.
• Manage the gift entry process, including credit card payments, checks, deposits, and thank-yous.
• Track and report contributions and manage donation acknowledgments and memorial donations.
• Ensure the maintenance and accuracy of all data within Raisers Edge and Greater Giving platforms, including annual audits and regular data clean up.
• Implement protocols for timely and accurate data updates to reflect changes in donor profiles.
• Perform lookups and build lists of diverse funding sources and donors.
• Assist in budget preparation and monitor budgetary performance.
• Process invoices, expenses, and financial transactions.
• Reconcile financial statements and provide regular reports to the ED and IHF Treasurer.
• Assist the Executive Director with full board and committee meeting preparation, communication, meeting minutes, and follow up action items.
• Attend full board and committee meetings and support donor stewardship communications and events.
• Collaborate with Foundation staff to implement fundraising strategies and achieve goals.
• Coordinate special event logistics, including the development of guest lists, registration, logistics, and programmatic elements plus event set up and clean up.

Requirements

• Bachelor Degree preferred; or 2-3 years' experience in a relevant field such as administrative support to development, grant writing and fundraising programs.
• Proficient in Raisers Edge CRM required.
• Experience with Microsoft Suite Products (Outlook, Word, Excel, and PowerPoint) required.
• Basic data entry experience required.
• Experience in special event software desired.
• Basic bookkeeping experience preferred.
• Available to attend early morning and evening meetings.

Nice-to-haves

• Experience with Adobe Creative Suite (preferred).
• Experience in special event software.