Foundation Coordinator

WhidbeyHealth•Coupeville, WA

19h

About The Position

Reporting to the Executive Director, the Foundation Coordinator oversees the Foundation’s daily business operations, maintains a smooth administrative cadence, and supports project management and financial coordination. The role coordinates banking processes, money handling, and financial data monitoring, and helps ensure that Foundation operations meet applicable standards. The Coordinator manages office administration and supports the Executive Director, including calendar management, correspondence, meetings, document preparation, and confidential records. The role also administers donor and prospect records, gift processing, acknowledgments, contribution tracking, and donor-related programs using DonorPerfect and other database platforms. Financial duties include budget monitoring, invoice and transaction processing, reconciliations, financial reporting, audit coordination, tax-preparation support, and maintaining the Foundation’s 501(c)(3) status. The role researches prospective donors and funders, segments and analyzes donor data, maintains database accuracy, and produces visual reports. The Coordinator is expected to be proactive, trustworthy, organized, self-directed, professional, and able to manage competing priorities while maintaining confidentiality and providing strong customer service. Attendance at special events is mandatory; major fundraising events and initiatives may require evening and weekend work.

Requirements

At least 3 years of successful experience in business administration; office management, fundraising, development, special events, financial management, or project management experience is preferred.
High-level proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Familiarity with a CRM database or donor-related databases.
Ability to adapt quickly to new software and platforms.
Excellent written communication and presentation skills.
Strong organizational, communication, and time-management skills, with problem-solving ability.
Excellent interpersonal skills and professional customer-service etiquette in person and through various communication channels.
Document preparation, proofreading, and editing expertise with attention to detail.
Ability to multitask, prioritize, and work independently or collaboratively.
Ability to work in a fast-paced environment, meet short-turnaround deadlines, and maintain a positive, proactive attitude.
Results-oriented approach and robust project-management skills.
Sound judgment, integrity, professionalism, and discretion in handling confidential information and interacting with staff, board members, and external stakeholders.
Understanding of confidentiality requirements for sensitive donor financial information and compliance with HIPAA laws.
Valid Washington State driver’s license, personal insurance, and insurability with the District’s Insurance Carrier.

Nice To Haves

Bachelor’s degree or equivalent demonstrated experience.
Experience in office management, fundraising, development, special events, financial management, or project management.

Responsibilities

Oversee day-to-day office operations and maintain an effective administrative cadence.
Manage the Executive Director’s calendar, schedule appointments, and coordinate meetings.
Handle correspondence, phone calls, and emails for the Executive Director and Foundation.
Coordinate meeting logistics, including agendas, minutes, and follow-up.
Prepare and edit documents, reports, and presentations; organize records, files, and confidential information.
Create, update, and maintain donor, member, and prospect records in DonorPerfect and other adopted databases or spreadsheets.
Manage gift entry, including credit-card payments, checks, deposits, thank-you notes, contribution tracking, donation acknowledgments, and memorial donations.
Manage the Tree of Life program, including donor offers, leaf engraving, placement, and acknowledgment.
Coordinate employee payroll deduction lists and donor-appreciation fleece distribution.
Coordinate with purchasing and accounting departments regarding payments and reimbursements.
Recruit, orient, and train volunteers for fundraising events.
Assist with budget preparation and monitor budget performance.
Process invoices, expenses, and financial transactions in collaboration with the accountant.
Reconcile financial statements and provide regular reports to the Executive Director.
Assist with financial planning and forecasting.
Serve as the primary contact for the bookkeeper and auditor and manage the annual audit process, including compiling documents, preparing reports, and responding to inquiries.
Route and file income to appropriate accounts; create, route, and file accounts-payable check requests; and track check requests and deposits.
Assist with monthly account reconciliation and preparation of financial statements and reports.
Gather and organize information for annual accountant tax preparation.
Maintain the Foundation’s 501(c)(3) status with government entities and nonprofit databases.
Research prospective donors, corporate and foundation sponsors, and diverse funding sources; identify donor trends and establish planned-giving scores and analytics.
Research current donors, conduct data mining, and segment current and prospective donors to guide communication and engagement.
Cleanse, maintain, report on, and analyze donor data; implement timely data-update and data-entry practices and correct database inaccuracies.
Use CRM and event software to extract insights and create visual donor-data reports, charts, and graphs.
Attend special events, including occasional evening or weekend events.