Foundation Operations Coordinator - Full Time / Variable

Job Details

At Island Health, people are at the center of everything we do. As a part of the Hospital’s Foundation team, you’ll play a vital role in supporting our mission to care for those who care for others. You’ll help create a positive and seamless experience for every team member — ensuring they feel valued, supported, and heard.

About the role

Location: Anacortes, WA / Onsite
Schedule: Full Time / Variable
Salary Range: $31.28 – $46.92 per hour

Responsibilities

• 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.
  - 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.
  - 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.
• 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.
  - Oversees registration and check-in processes on event night, including volunteer coordination and management of auction software.
  - Oversees volunteer recruitment, orientation, and training for administrative projects in the office and at fundraising events.

Requirements

• 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.
• Highly 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.

Qualifications

• 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.
• Highly 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.

Skills

• Raisers Edge CRM
• Microsoft Suite Products (Outlook, Word, Excel, and PowerPoint)
• Basic data entry
• Special event software
• Bookkeeping experience
• Early morning and evening meetings availability
• Meticulous attention to detail
• Multiple priorities management
• Verbal and written skills
• Interpersonal skills
• Computer skills (Raisers Edge, Outlook, Word, Publisher, Excel, Power Point, Adobe Creative Suite)
• Mail merge, drafting letters, editing, proofreading reports and data entry
• Organizational skills

Benefits

Comprehensive Medical, Dental, and Vision Insurance
Generous Paid Time Off and Extended Illness Benefits
Life Insurance and Long-Term Disability Coverage
Vested Retirement Contributions and Flexible Spending Accounts
Tuition Reimbursement and Student Loan Repayment Programs
Employee Recognition Events and a supportive, community-focused team