Foundation Coordinator

Working with the Executive Director, Development Officer and the volunteers involved with our fund development efforts, the Foundation Coordinator is responsible for assisting in all operations of the Foundation including but not limited to the following: answering telephones, scheduling appointments, scheduling administrative meetings and events, coordinating Foundation Board of Trustee meetings (room reservations, dietary request, parking , etc.), transcribing minutes from Foundation Board and other Board Committee meetings, assisting and coordinating all Foundation special function cultivation and recognition events, placing work orders, ordering supplies for the Foundation office, typing and distributing reports and correspondence, organizing and paying Foundation bills, handling the Foundation bank accounts to reconcile fund balances and expense reports, preparing monthly financial reports, making bank deposits, and maintaining accurate information for the annual audit, coordinating the various scholarship programs offered by the Foundation. In addition, performs any other job-related duties as requested by the Executive Director and Development Officer, Foundation Board, and other Administrative Team Members.

Link to see most receint Foundation Donor Report - https://selfregionalfoundation.org/wp-content/uploads/2026/06/Foundation_Donor_Report_2025.pdf

Job Duties and Responsibilities:

1. Manages our donor data base, handles timely gift recordation, gift acknowledgements, and pledge payment reminders for our donors. Maintains accurate lists of donors for recognition purposes. Manages database adding/updating team member information and obituaries.

2. Works closely with the Midwinter Ball’s leadership to ensure success. (Keeps track of sponsorships/ticket sales, tables/seating, Silent Auction-receiving donations, compiling information for Silent Auction book, set-up and break-down of Silent Auction rooms, organize sold items – contact winners, arrange for payment and distribution of sold items.) Handles annually application for liquor license.

3. Organizes and pays the Foundation’s bills, handles bank accounts to reconcile fund balances and expense reports, monthly financial reports, makes bank deposits, and maintains accurate information for the annual audit. Works with outside accounting firm and auditors to ensure completion of audit. Processes bi-weekly team member donations, adding/deleting donors as needed. Reconciles and pays monthly credit card bill. Prepares annual Foundation budget.

4. Demonstrates ability to multi-task in work assignments and other office functions. Proficient in computer skills.

5. Coordinates meeting materials and transcribes minutes from various Board and committee meetings.

6. Assists as directed with planning on and off-site events/meetings, outside activities, special function needs and any other details as needed. Responsible for processing all travel reimbursement for the Executive Director, Board and others as required for company travel when necessary.

7. Assembles and distributes confidential information for quarterly Board meetings. Prepares boardrooms for meeting set-up which includes special function details, audio/video equipment, and any other details required as needed.

8. Demonstrates ability to do most important task first. Able to manage assignments, if workload increases, prioritizes tasks to ensure vital tasks are accomplished.

9. Serves as receptionist for office assisting other team members and visitors with their requests and /inquiries.

10. Sorts and distributes incoming and outgoing office mail and correspondences. Reads and prioritizes mail for the Executive Director and Development Officer.

11. Works with the Human Resources Dept. and GRACE Fund Committee to process applications and action on those applications.

12. Attends all non-optional meetings and in-services. Completes annual Educode (passing score of 80) and Annual Health Assessment in required timeframe.

13. Handles all aspects of Rocking Horse Honor Roll medallion orders.

14. Responsible for management of department copy/print/fax machine.

15. Responsible for reporting issues to Facilities Management for repairs.

Reporting Structure:

· Leadership Oversight

o Executive Director

o Development Officer

· Leadership Responsibilities

o Data Base Manager

Job Qualifications:

· “Bachelor’s degree or equivalent combination of education, training, and experience that demonstrates required competencies.”

· “Maintains a professional presence and effectively builds positive interpersonal relationships across all levels of the organization.”

· Proficiency in donor data base management software and Microsoft Office

· “Demonstrates clear, concise, and professional communication skills in both written and verbal formats.”

· Ability to exercise sound judgement in day-to-day responsibilities

· Adaptable to change