- Location: Anacortes, WA / Onsite
- Schedule: Full Time / Variable
- Salary Range: $31.28 - $46.92 per hour
For Information: Employee Benefits
Reporting to the Executive Director, our Foundation Operations Coordinator is responsible for daily oversight of Foundation business, driving the overall administrative cadence and ensuring that all operations run smoothly and align with standards. This includes support for the Executive Director, Foundation staff and Board of Directors. Responsibilities include board and volunteer logistics and coordination, data and project management, business operations and correspondence, prospect research, donor recognition, financial coordination including bank processes, money handling, and financial data monitoring. The Foundation Operations Coordinator plays a crucial role in effective oversight, cleansing, reporting, and analysis of donor information, utilizing Raiser's Edge CRM and event software to manage the Foundation's database. The Foundation Operations Coordinator must be proactive, trustworthy, dedicated, focused, self-directed, and able to take initiatives, balancing multiple priorities and deadlines, while ensuring the highest level of professionalism, confidentiality, and customer service. Assignments outside of business hours are expected during major fundraising events and initiatives-this may include evening and weekend work.
What you will be doing:Office Management/General Administrative Support
- 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
- Manages licenses, 501 (c)3 status, and special events permits as needed
- Responsible for materials and supplies ordering, purchasing and tracking events and office inventory.
- Writing, editing and proofreading documents as needed
- Provides support to execute grant applications and prepares required grant documentation
Database Management
- Serve as the primary point person for creating, updating, cleansing and maintaining donors, member and prospect records in Raiser's Edge and any other database platforms or spreadsheets the Foundation adopts.
- Manage the gift entry process, including credit card payments, checks, deposits, and thank-you's
- Track and report contributions. Manage donation acknowledgments and memorial donations.
- Manage and update IHF Donor Wall/ Screens
- Ensures 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
- Develop visually appealing representations of donor data through charts, graphs, and reports.
- Research Prospective Donors
- Strategically segment current and prospective donors based on relevant criteria to tailor communication and engagement strategies
- Responsible for the data entry required for programs, events and appeals.
Financial Management
- 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.
- Act as the primary contact for the bookkeeper.
- Route and file income and expenses to the appropriate accounts.
- Track check requests and deposits.
- Assist in monthly reconciliation of accounts and creation of comprehensive financial reports.
- Works with IHF Treasurer for all aspects of Aplos or other financial tracking.
Support to Board of Directors and Foundation Staff
- Assists Executive Director with full board and committee meeting preparation, communication, meeting minutes, and follow-up action items.
- Attends full board and committee meetings.
- Supports donor stewardship communications and events.
- Collaborates with Foundation staff to implement fundraising strategies and achieve goals.
- Curates data and reports to be used to assess the effectiveness of all fundraising endeavors.
- Creates mailing lists for campaigns, appeals, programs and events.
- Assists with marketing and social media as needed.
- Coordinates special event logistics, including the development of guest lists, registration, logistics, and programmatic elements plus event set up and clean up.
- Assists the Gala of Hope planning committee with sponsorship, procurement and guest list tracking. Oversees registration and check-in processes on event night, including volunteer coordination and management of auction software.
- Oversee volunteer recruitment, orientation, and training for administrative projects in the office and at fundraising events.
What you will bring to the role: - Bachelor's 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.
- Is available to attend early morning and evening meetings.
- Possesses meticulous attention to detail.
- Demonstrates the ability to manage multiple priorities both in the short-term and long-term.
- Excellent verbal and written skills.
- High level of interpersonal skills; must be able to relate to individuals of varying ages, backgrounds, skills and abilities. Demonstrates ability to interact positively and work collaboratively with others, including Donors, Administration, Directors, Managers, and Supervisors, peers, co-workers, subordinates, patients and visitors.
- Extensive computer skills required: Raisers Edge, Outlook, Word, Publisher, Excel, Power Point and Adobe Creative Suite (preferred). Must be able to perform mail merge, drafting letters, editing, proofreading reports and data entry.
- High level organizational skills required
