Foundation Operations Coordinator (Part-time/Full-time)

Job Description

Job Description

Full-and Part-Time Employee Benefits

Medical, Dental, and Vision Insurance 

Company paid life insurance policy up to $15,000

FSA and FSA Dependent care

Supplemental Insurance such as Short-term disability, Long-Term disability, etc. 

401(k) retirement plan with company match

Paid time off (PTO) program to total up to 208 hours a year

Tuition and certification reimbursement for qualified employees

Employee Assistance Program (EAP).

Free parking at all locations.

Mileage reimbursement for company travel.

Compensation

Arkansas Hospice offers competitive wages and bases our pay rates off each candidate’s years of experience. The rates that are listed on the Indeed website are not ours and are not accurate. 

POSITION SUMMARY:

The Foundation Operations Coordinator is responsible for the financial management of the Arkansas Hospice Foundation (AHF) and for overseeing the donor database system. Reporting to the AHF Executive Director and working closely with all AHF programs, the Coordinator will be responsible for financial oversight of organization operations as well as assessing, recommending for change, and implementing strategies involving fundraising, and overall information and data management and systems. The Coordinator also works closely with Arkansas Hospice Inc. (AH) accounting staff to coordinate appropriate AHF accounting practices.

The Coordinator ensures the proper systems, policies, processes and controls are in place to effectively and efficiently run the organization in support of its mission and strategic objectives. The Coordinator is a part-time position.

  QUALIFICATIONS:

• Bachelor’s degree in accounting or finance.
• Minimum of three years bookkeeping or accounting experience; experience in not-for-profit environment preferred; must have working knowledge of project management, financial budget development and accounting and database coding systems.
• Ability to successfully utilize computer word processing and software related to program needs (especially Word and Excel).  Capable of quickly learning fundraising database software.
• Ability to work independently and manage multiple priorities with attention to accuracy, details and deadlines. Must also be effective, collaborative team member.
• Superior communication skills.
• Belief in and support of Arkansas Hospice mission and philosophy.

PRIMARY RESPONSIBILITIES:

  Financial Management

• Manage the organization’s annual budget in coordination with the Executive Director.
• Develop and manage procedures and systems necessary to maintain proper financial records and adequate financial controls. Anticipate and propose solutions to financial problems and issues.
• Assist AH accounting staff in production of accurate and timely AHF financial statements by ensuring that routine deposits and end-of-month financial information from AHF are accurate and submitted to accounting in a timely manner. Conduct pre-review of general ledger journal entries and general ledger detail reports. Assist AH accounting staff with AHF’s annual audit and Form 990 preparation, as needed.
• Provide management and oversight of cash flow and payables. Responsible for review and payment of Monthly Cash Settlement to Arkansas Hospice. 
• Oversee and maintain AHF’s relevant organizational standards and compliance with federal & state regulations governing charitable organizations and charitable giving in order to make informed recommendations to guide AHF activities.
• Develop and manage chart of accounts (and review of database coding) to accurately reflect donor intent/designations and AHF budget, resulting in logical, useful financial statements. Works closely with AHF development directors as needed and Database Assistant in areas of mutual responsibilities to create and maintain coding systems compatible with both the donor database (to meet donor and donor development needs) and accounting (to ensure flow of accurate financial information).
• Develop and oversee guidelines and processes for budget development of all special event projects.
• Coordinate and maintain relationship and knowledge of AHF bank and investment accounts. 

Donor Database Management

• Develop, implement and manage the donor database and the delivery of the organization’s data management strategy to facilitate information flow and ensure appropriate use of information. This includes overseeing the necessary controls and security to protect the database as well as having responsibility for all database system maintenance and upgrades.
  • Assist the Executive Director in interpreting needs and assessing fundraising solutions through the software system.
  • Develop customized reporting and benchmarking solutions for AHF staff to meet their strategic objectives.
  • Manage querying and reporting functions to establish efficient daily workflow based on the AHF’s fundraising needs to reach goals. This includes working with all staff on reporting needs and maintaining a library of reports from the donor database.
• Improve the effectiveness of AHF development efforts by providing analytical support to the various AHF programs in terms of geodemographic and database marketing analyses. This includes, but is not limited to the following:

• Develop and validate statistical models for forecasting annual and any special campaign results using historical internal trend data and information from industry peers.
• Analyze and interpret the data to identify issues and recommend to the Director of Development appropriate methods to develop and implement predictive models for identifying new prospects for the AHF’s fundraising efforts.
• Translate the information gathered into useful tools for development staff; organize and maintain analyses and reports for regular, systematic dissemination and, upon request, retrieval of archived information.
• Ensure the safety and integrity of the donor database, including all prospect files and data included therein. Design and manage systems to capture information related to all projects, including creation of mailing lists.
• Design, plan, maintain and evaluate a training program for all AHF staff with regular job responsibility directly related to the use of the donor database system and/or gift processing.
• Write and maintain customized procedure manual for donor database to supplement Raiser’s Edge manual.

Administration & Other Responsibilities

• Provide leadership and direct supervision to Database Assistant.
• Prepare and present AHF financial reports to AH/AHF Joint Finance Committee and AHF Board of Directors at their respective bi-monthly meetings.
• Completes performance evaluations for all assigned staff in a timely manner.
• Actively participates in performance improvement activities.
• Evaluates staffing needs and manages departmental FTE’s within established guidelines including controlling agency and overtime expenses.
• Actively supports and cooperates with other departments/disciplines in order to achieve organizational goals.
• Maintains confidentiality of all information.
• Utilizes and models excellent customer service skills at all times; seeks opportunities to assist patients, families and co-workers; demonstrates teamwork and cooperation.
• Accepts direction and follows instructions from supervisor; seeks additional information as needed; works with minimal supervision.
• Adheres to all organizational and departmental policies and procedures.
• Continually meets organizational standards for attendance and punctuality; notifies supervisor in a timely manner when employee will be absent or late for work.
• Attends all required meetings and in-services; seeks opportunities for additional professional development activities as appropriate.
• Performs other duties as assigned.

This position is designated as a safety sensitive position because it performs the above listed functions while regularly working with confidential and/or proprietary Arkansas Hospice and patient information, including but not limited to patient medical records, current or former employee information, Arkansas Hospice records, and other information that the employee regularly uses to perform job functions.