Foundation Operations Coordinator

Foundation Operations Coordinator - Full Time / Variable

Job Category: Foundation

Requisition Number: FOUND
002136

• Full-Time
• On-site

Showing 1 location

Island Hospital-Washingto
1211 24th Street
Anacortes, WA 98221, USA

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

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.

• 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, schedule appointments, and coordinate 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.

• 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.
• 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…