Foundation Administrative Coordinator

Pathways Home Health & Hospice•Sunnyvale, CA

2d•$32 - $39•Onsite

About The Position

The Foundation Administrative Coordinator provides administrative, donor service, and operational support for the Pathways Home Health and Hospice Foundation. As the Foundation’s primary day-to-day liaison to CommonSpirit Operations Support Services (OSS), the Coordinator manages gift-processing handoffs, acknowledgment and receipting workflows, reporting requests, and issue follow-up. The role maintains accurate donor information, supports the transition to DREAM, and coordinates office, Board, and event support so the Foundation team can focus on fundraising and donor relationships. The position is based in the Sunnyvale office and is scheduled Monday through Friday, 8:30 a.m. to 5 p.m. The posted compensation range is $31.64 to $39.06 per hour.

Requirements

At least three years of progressively responsible administrative support experience.
Demonstrated proficiency with Microsoft Office, Google Workspace, and Adobe tools, including accurate spreadsheets, document preparation, proofreading, and electronic file management.
Strong interpersonal and customer service skills; clear written and verbal communication; ability to organize multiple priorities and work independently with appropriate direction.
Ability to learn donor databases and shared-services systems, maintain accurate confidential records, and perform routine financial documentation and follow-up.

Nice To Haves

Administrative experience in nonprofit fundraising or a healthcare organization, and demonstrated interest in philanthropy.
Experience with Raiser’s Edge NXT, DREAM, or another donor CRM; gift processing, donor acknowledgment, reconciliation, or shared-services coordination.
Experience supporting boards, fundraising events, grants, or office procedures.

Responsibilities

Serve as the primary local contact for OSS; submit complete requests, track service and deadlines, monitor status, resolve routine issues, and escalate delays, policy questions, and unresolved discrepancies to the Director.
Coordinate standard workflows for gift processing, workplace giving, receipting, acknowledgments, and reporting; document local responsibilities, shared-services handoffs, and approved procedures; maintain the Foundation office procedure manual.
Coordinate with the Annual Giving Manager and other staff to provide approved lists, materials, and local information for centrally supported fundraising services.
Receive and organize gift information and supporting documents; prepare complete processing submissions with accurate donor, fund, appeal, restriction, and tribute details; confirm processing status and maintain gift and pledge documentation.
Use the five approved acknowledgment templates: General/DAF, Event, IRA, Non-Cash, and Tribute; coordinate receipts, personalized acknowledgments, and tribute or memorial family notifications using approved language and recipient information.
Monitor acknowledgment turnaround against the standard of completion within 72 hours for more than 95 percent of gifts; track exceptions and receipting status, resolve missing information, and coordinate follow-up with OSS and the Director.
Follow approved payment handling, confidentiality, and separation-of-duties procedures; coordinate corrections and unresolved gift or reconciliation issues with OSS and Accounting.
Enter and update approved donor, gift, tribute, contact, event, and volunteer information in the current CRM and, after conversion, in DREAM; record consent and communication preferences, caller assignments, outcomes, and follow-up tasks.
Support data hygiene through verified deceased updates and suppression, duplicate review, tribute reconciliation, and approved archiving or requalification of inactive records; apply changes and mailing suppressions through authorized procedures.
Coordinate conversion preparation with the Director and CommonSpirit data team, including spouse and other non-constituent mapping, fund and appeal cleanup, and transfer of event, RSVP, and volunteer call histories; complete training, help validate converted records, and track issues to resolution.
Prepare standard reports, approved mailing or event lists, donor meeting materials, and dashboard inputs; check accuracy and completeness, reconcile differences with responsible partners, coordinate reporting requests with OSS, and maintain donor activity in the CRM as parallel tracking spreadsheets are retired.
Coordinate purchase orders, invoices, approved card documentation, expense tracking, and vendor paperwork; route approvals and maintain records for Accounting, budget reviews, and audits.
Maintain grant application, award, and reporting deadline files; enter approved grant information in DREAM and assemble report materials under the Director’s guidance.
Support documentation and reconciliation of Foundation-funded patient care with Accounting and Revenue Cycle; assemble authorized approvals and fund or coding information and flag discrepancies.
Schedule Foundation Board, Advisory Board, committee, and staff meetings; prepare packets, agendas, minutes, attendance records, and action lists; arrange logistics and track follow-up.
Maintain organized electronic and paper records, shared folders, office supplies, printed materials, equipment, and work or storage areas; coordinate equipment and system issues with IT and provide timely support to the Foundation team.
Support One from the Heart, receptions, and other approved events with contracted or regional event professionals; coordinate registrations, guest and sponsor records, materials, volunteer assignments, and administrative follow-up.
Provide scheduling, attendance records, materials, and sponsorship administration for management-approved caregiver or community activities in coordination with program leaders.
Greet visitors and respond professionally to telephone, email, and routine donor inquiries; route fundraising, planned giving, grant, and program questions to the appropriate staff member and follow up on assigned requests.
Assist with donor correspondence, thank-you calls, stewardship materials, and volunteer orientation or scheduling; respond sensitively to families affected by illness, caregiving, grief, and loss, and protect confidential donor and family information.