Mission Advancement Coordinator

Overview

JOB DESCRIPTION
:
Mission Advancement Coordinator is a key member of the Heart Gift San Antonio team, primarily responsible for coordinating clinical and logistical care for children and families receiving life-saving heart surgery. This role works closely with the San Antonio Executive Director, medical partners, host families, and volunteers to guide patients through every stage of the Heart Gift journey, from referral and intake through international travel, surgery, inpatient care, and post-discharge follow-up, ensuring a seamless and compassionate experience.

The position additionally supports the Executive Director with chapter event administration, planning and execution, as well as assisting with donor and sponsor solicitation, outreach and cultivation.

Reports to: Executive Director – San Antonio

Supervisory Responsibilities: No

Full-Time: Yes

Travel: 20-25% - Within San Antonio Chapter Area

PATIENT RELATIONS

KEY RESPONSIBILITIES:

• Identify, recruit, screen, train, and support host-family volunteers
• Serve as the primary liaison to host communities, providing schedules for travel, medical appointments, and related activities
• Educate host families on patient cultural considerations and caregiver needs
• Ensure appropriate volunteer coverage, transportation, and translation services
• Maintain daily communication with host families while a patient is in their care
• Coordinate all medical appointments, including surgery day, and attend as needed
• Maintain collaborative relationships with Heart Gift partner hospitals, medical providers, and staff
• Facilitate clear, timely communication between caregivers and medical teams
• Ensure safe transportation and interpreter access for all medical visits
• Coordinate required documentation and releases (medical, media, OR observers)
• Maintain accurate and complete patient files
• Collect and provide medical records to caregivers for continuity of care upon return home

• Provide regular updates to the Patient Services Manager and Executive Director regarding patient care, appointments, and surgeries
• Ensure compliance with Heart Gift policies, procedures, and guidelines

• Assist Executive Director in fulfilling annual fundraising strategies to meet fundraising goals
• Assist in cultivating, soliciting, and stewarding all donors, to include 1:1 donor relationships, corporate, major gifts donors, and planned gift prospects through intentional cultivation
• Help plan and oversee execution of special events, including donor tracking, budgets, logistics, live and silent auctions, raffles, sponsorship, in-kind donations, and other revenue enhancers
• Network and maintain regular correspondence with donors
• Ensure all commitments to donors are fulfilled
• Research and manage other fundraising opportunities (Corporate/Community Foundations)
• When needed, represent and speak on behalf of the organization at partner events
• Support other projects deemed as necessary
• Establish and maintain appropriate Development policies and procedures
• Maintain all requirements for process in Better Unite and Raiser’s Edge

• Responsiveness to emails, phone calls from internal and external partners in a timely manner
• Must be able to demonstrate ability to independently lead projects from beginning to end
• Write effective meeting reports that summarize decisions made and actions to be taken on specific projects and assignments in a timely manner
• Collaboration – work in team environment
• Open communication to ensure compliance of policies/ guidelines
• Proficient in email/calendar/meeting request programs/remote login/Raiser's Edge
• Proficient in Microsoft Office Suite

• An interest in and commitment to Heart Gift vision/mission
• Relationship Strategist
• Acute judgment & confidence
• Routinely takes initiative
• Strong problem-solving, priority-setting, and decision-making skills
• Clear communicator, written and verbal
• Efficient with time
• Ability to manage multiple projects

• Flexible schedule, including some nights, weekends, and on-call availability while patients are in town
• Reliable transportation and valid vehicle insurance required
• Bachelor’s Degree and/or a minimum of 3-5 years’ experience in a related field preferred