Program Specialist 3 - Foundation

Program Specialist 3 - Foundation (Temporary)

Salary: $56,880 - $76,608

Classification: Classified Temporary

Reports to: Vice President of Development & Community Engagement

This is a temporary position expected to last six (6) to nine (9) months.

The temporary Foundation Coordinator position exists to support the fund development and donor engagement efforts of Olympic College Foundation...

Essential Functions

• Manage annual and individual calendaring for board/committee meetings.
• Track carryover agenda items for follow up.
• Track annual calendar for board governance responsibilities, such as policy review, COI, etc.
• Support the creation of materials in preparation for all OCF Board and committee meetings.
• Attend meetings and take minutes and/or notes at all OCF Board and committee meetings.
• Identify the need for, help create and keep organized resolutions and motions.
• Track board member attendance and participation in related events or volunteer activities.
• Once created, update OCF CRM manual in coordination with the Director of Donor Experience when process changes are identified to manage data entry and data integrity.
• Provide day-to-day gift entry of all gifts to OCF
• Routinely curate and document within CRM relevant stakeholders' characteristics data to build and/or update donor profiles.
• Coordinate with external accountants and auditors to ensure all financial records and reconciliations are completed in a timely manner.
• Receive and process incoming donations and invoices.
• Track all invoices and corresponding payments, track credit card expenditures and receipts and ensure allocations to the appropriate account code.
• Track charges to the Foundation's state-issue P-Card and all Foundation associated OC chart strings and ensure receipts are provided for all expenses. Reconcile the accounts monthly for quarterly reimbursement.
• Coordinate logistics, plan and execute strategic events, activities, and special campaigns in collaboration with DDE.
• Coordinate donor/gift entry for gifts-in-kind and create and implement gifts-in-kind process with PIM and DDE.
• Prepare routine/special donor correspondence, including gift acknowledgements (receipts), thank you letters and reports.
• Coordinate donor/prospect mailing lists for appeals, engagement activities and strategic events.
• Serve as point of contact for vendors (software, etc.), including analysis (research, review and recommend) for new/upgraded office/operations platforms.
• Manage integrity of OCF shared drive, Teams and Dropbox folders as well as Sharepoint site for continuity and historical stewardship of essential operations and program files.
• Create and manage annual OCF calendar to ensure the nonprofit's compliance with annual governance, fiduciary, regulatory and charitable filings, and requirements.
• Identify the need for and create standard operating procedures to support OCF operations, programs and fund development work.
• Organize and maintain donor fundholder files, both digital and hardcopy in coordination with all members of the OCF team.
• Other duties as assigned.

Qualifications

Minimum Qualifications

• High School Diploma or equivalent
• Experience using data systems and office software
• Strong organizational and interpersonal skills
• Two years of experience in event coordination or fundraising support

Desired Qualifications

• Bachelor's Degree from an accredited college.
• Experience with software platforms such as Boomerang, Fundriver, Award Spring
• Experience with nonprofit fundraising principles and donor stewardship