Development Services Coordinator - foundation

Development Services Coordinator

You belong at Union! The Development Services Coordinator is a key member of the Foundation, responsible for three primary priorities: ensuring effective board support, managing comprehensive awards administration, and providing day-to-day office support. This role will facilitate the Foundation's award programs, including grantmaking and scholarship operations, throughout all stages of the process, providing crucial support to the Board of Directors and Foundation President. The Development Services Coordinator will oversee award processes, manage documentation, and ensure compliance, while also preparing materials and reports that support informed decision-making by the Board and Foundation President.

Development Services Coordinator Details Essential Job Duties:

• Board Support:
  • Prepare Board Communications: Create and distribute comprehensive award administration materials and reports for the Foundation President, Board of Directors, committees, and other stakeholders to facilitate informed discussions and decision-making.
  • Meeting Coordination: Schedule and organize all committee and board meetings, including the preparation of meeting packets, agendas, and minutes, ensuring compliance with organizational bylaws.
  • Communication Hub: Serves as the primary point of contact for Board members, responding to inquiries and providing necessary information on grant policies, Foundation activities, and compliance matters.
  • Review and make recommendations to the Foundation President for organizational policies and procedures to support efficiency and compliance while maintaining official policies and procedures for Board and staff use.
  • Training and Guidance: Offer support and education to Board members regarding administration policies and Foundation processes, fostering an understanding of the impact of the Foundation’s mission.
• Awards Administration:
  • Manage Awards Lifecycle: Oversee all components of the awards cycle, including grants, scholarship and other awards application processes, database management, awards review, compliance tracking, and documentation to ensure a seamless operation.
  • Data Management and Reporting: Maintain a robust online database and provide data, ensuring timely monthly and quarterly reporting for the Foundation staff and Board members.
  • Technical Assistance: Collaborate with applicants to address inquiries, provide technical guidance on application requirements and reporting compliance.
  • Compliance Monitoring: Analyze budget and expenditure reports for awards, confirming adherence to IRS regulations and foundation-specific requirements.
  • Award Coordination: Effectively manage award distributions and related processes, including liaising with internal and external partners and tracking recipient outcomes.
• Day-to-Day Office Support:
  • Coordinate and support daily administrative tasks to ensure smooth office operations.
  • Gift Processing and Donor Acknowledgment: Completes the accurate recording of gifts and donations, ensures timely issuance of receipts and thank-you communications, adheres to IRS regulations, stays updated on IRS guidelines and advises team members on compliance issues, collaborates with the Foundation president to prepare personalized donor communications.
  • Accounts Payable and Receivable: Completes accounts payable processes with third-party providers, including invoice verification and timely payments, completes billing, collections, and reconciliation of accounts, monitors vendor contracts for organizational needs and facilitates timely review with the President to facilitate timely negotiations/renewals/departures.
  • Maintain an organized office environment, ensuring that supplies are stocked, documentation is secured and equipment is operational.
  • Greet and assist visitors, clients, and vendors, ensuring a welcoming environment.
  • Answer and direct phone calls, taking messages when necessary.
  • Schedule appointments and meetings for the President, coordinating with relevant stakeholders.
  • Participate in and support special projects and fundraising events as needed.
  • Support record-keeping practices to ensure compliance with Foundation policies, IRS guidelines, and Association of Advancement Services Professionals (AASP) best practices, safeguarding confidential information and ensuring the timely destruction of unnecessary documentation.
  • Perform other duties as assigned by management.

Qualifications:

• Associate or Bachelor's degree in administration, business, or related field, or five years of relevant experience in grants and contracts or a related area.
• Exceptional interpersonal and communication skills; customer-service oriented.
• Knowledge of gift processing and IRS guidelines related to charitable contributions and experience in fundraising is a plus.
• Strong organizational skills and attention to detail; capable of coordinating multiple projects simultaneously.
• Proficient in Microsoft Office Suite, Canva, and experience with fundraising software/databases.
• Familiarity with nonprofit governance and experience of providing support to board operations is highly desirable.
• Ability to work independently and collaboratively within a team.
• Passion for Union Health, Union Health Foundation and a commitment to community engagement and donor stewardship.

In addition to competitive pay, Union co-workers enjoy:

• Part-time and Full-time schedules
• Comprehensive Benefits
• Paid Time Off starting day one.
• Tuition reimbursement up to $5,250 each year.
• Career Paths
• Success Sharing
• 403b Retirement Employer Match.
• Much More!

Be part of an organization that is dedicated to your work-life balance, career, growth, and development. Union Health, U Matter and U Belong. How can we help? Call us at 812-238-7827 or email us at recruiting@union.health Please note that the salary information provided on the career site for this position opening may not necessarily reflect the accurate compensation associated with the role. We encourage candidates to inquire further and engage in direct communication with Union Health for comprehensive salary details. As an EOE/AA employer, Union Hospital, Inc. will not discriminate in its employment practices due to an applicant's age, race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran or disability status.