Philanthropy Associate

Philanthropy Operations Coordinator

Southern New Hampshire Health has been a cornerstone of the region since 1893, delivering high-quality, compassionate care close to home. Anchored by Southern New Hampshire Medical Center, a 188-bed, DNV-accredited hospital in downtown Nashua with a Level III-N trauma center, Level II Special Care Nursery, and Magnet designation for nursing excellence, we offer a full spectrum of services from primary care to advanced diagnostics and specialized treatments. Our medical staff includes over 500 providers from Foundation Medical Partners, and local practices. Foundation Medical Partners, our multi-specialty group, spans 70+ practices across southern New Hampshire and northern Massachusetts, providing coordinated, patient-centered care to thousands each year.

The Philanthropy Operations Coordinator provides administrative, operational, and project coordination support for philanthropy initiatives, donor engagement activities, fundraising campaigns, grants administration, stewardship efforts, and special events. The incumbent supports the efficient execution of philanthropy operations through donor record management, reporting support, event coordination, communications, and project tracking. Working under the direction of the Director, Annual Giving & Legacy Trust, the Philanthropy Operations Coordinator executes day-to-day operational activities supporting fundraising campaigns, donor stewardship, grant administration, reporting, and special events. This role serves as a key liaison among philanthropy, finance, marketing, clinical departments, community partners, and donors. Because the organization operates within a healthcare environment, the position requires adherence to applicable privacy, confidentiality, and compliance standards, including HIPAA requirements as applicable.

Primary Duties And Responsibilities

Employees are expected to work consistently to demonstrate the mission, vision, beliefs, core values and standards of behavior of the organization.

Donor Services & Stewardship Administration

Coordinate donor acknowledgement processes, including preparation and distribution of thank you letters, stewardship communications, and recognition materials.

Support donor stewardship activities through tracking, scheduling, communications, and follow up activities.

Maintain donor files and records, ensuring documentation is accurate, complete, and current.

Assist with donor recognition initiatives and cultivation activities to support engagement and relationship-building efforts.

Respond to routine donor inquiries and direct more complex matters to philanthropy leadership.

Philanthropy Operations & Data Management

Maintain donor, prospect, campaign, and event records within philanthropy database systems in accordance with established standards and procedures.

Perform routine data verification, record maintenance, and data quality reviews to support departmental reporting needs.

Generate routine reports, mailing lists, donor lists, and fundraising activity reports.

Support gift processing workflows through coordination with Finance and other internal partners.

Assist with tracking pledges, payments, campaign activity, and stewardship milestones.

Maintain confidentiality and security of donor and organizational information.

Escalates data integrity concerns, system issues, and process improvement recommendations to departmental leadership for review and resolution.

Fundraising Campaign Support

Provide administrative and project coordination support for fundraising campaigns and donor engagement initiatives.

Track project timelines, deliverables, campaign schedules, and departmental work plans.

Coordinate campaign communications, mailings, and outreach activities.

Assist with preparation of campaign materials, donor presentations, and meeting resources.

Monitor project progress and elevate potential issues affecting timelines or deliverables.

Grant Administration Support

Maintain grant calendars, deadlines, reporting schedules, and supporting documentation.

Assist with gathering information required for grant submissions and reports.

Coordinate internal meetings related to grant activities and maintain project documentation.

Track grant reporting requirements and provide deadline reminders to stakeholders.

Support administrative aspects of grant management activities as assigned.

Event Coordination

Coordinate logistical support for donor, fundraising, stewardship, and community engagement events.

Manage event registration, guest lists, invitations, RSVP tracking, and event communications.

Coordinate vendors, venues, supplies, and event-related materials.

Support event setup, execution, and post-event follow-up activities.

Track event outcomes and assist with preparation of post-event reports.

Administrative & Departmental Support

Coordinate meetings, schedules, agendas, materials, and follow-up activities for the philanthropy department.

Prepare correspondence, reports, presentations, and other departmental documents.

Maintain departmental files, contracts, contact information, and administrative records.

Support budget tracking, invoice processing, expense documentation, and vendor payment coordination as assigned.

Assist the Director with departmental projects, special initiatives, and operational priorities.

Cross-Functional Collaboration

Develop effective working relationships across philanthropy, finance, marketing, clinical departments, and community organizations.

Serve as a point of coordination for cross-functional fundraising and stewardship activities.

Ensure timely communication among internal and external stakeholders.

Support initiatives that advance departmental goals and organizational priorities.

Perform other duties as assigned.

Essential Job Functions

This is a hybrid position in which the incumbent is required to work on-site a minimum of three four (3-4) days per week.

Support day-to-day philanthropy operations through coordination, administration, and project support.

Maintain accurate donor and fundraising records.

Coordinate donor stewardship, events, and fundraising activities.

Prepare routine reports and track operational metrics.

Assist with grant administration and campaign support activities.

Collaborate with internal and external stakeholders to support philanthropy initiatives.

Participate in occasional evening and weekend events as required.

Ability to travel locally to donor meetings, community events, and organizational functions as required.

Who You Are:

• Educated & Experienced: Holds an Associate’s Degree (Bachelor's preferred) with 2-4 years of administrative, project coordination, or nonprofit fundraising experience.
• Tech-Savvy: Proficient in Microsoft Office Suite with direct experience using database systems or CRM software.
• Licence & Availability: Possesses a valid driver’s license for local travel and is available to work occasional evenings and weekends for events.
• Strong Communicator: Demonstrates exceptional written and verbal communication skills alongside rigorous attention to detail and accuracy.
• Organized & Discretional: Proven ability to balance competing priorities in a fast-paced environment while strictly maintaining donor confidentiality and HIPAA standards.

Why You’ll Love Us:

• Health, dental, prescription, and vision coverage for full-time & part-time employees
• Short-term, long-term disability, life & pet insurance
• Tuition reimbursement & Nursing Student Loan Paydown Program
• 403(b) Retirement savings plans
• Continuous earned time accrual & more!