Philanthropy Coordinator

Job Description

Job Description

SUMMARY

The Philanthropy Coordinator supports fundraising operations through donor relations, database management, event coordination, and administrative support. This role requires strong organizational skills, attention to detail, and a commitment to building meaningful relationships with donors and stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Supports and promotes the mission of the Agency: Foothill Family empowers children and families on their journey to achieve personal success.
• Performs clerical and administrative duties for the Department, including scheduling, organizing, coordinating logistics, contacting vendors, and processing financial transactions.
• Manages the donor phone line and email inbox, ensuring timely and professional communication and follow-up.
• Schedules meetings, prepare materials, and take minutes for board, committee, and other fundraising meetings.
• Prepares reports, donor files, and recognition materials.
• Processes donations and maintains accurate donor records in the database(s) (i.e. Raiser’s Edge and One Cause), ensuring data integrity through regular updates and clean-up.
• Drafts and coordinates donor communications, including acknowledgment letters, mailings, and campaign materials.
• Executes follow-up communications and engages with donors and stakeholders via phone, email, and in person.
• Assists with implementation of fundraising strategies and campaigns.
• Researches prospective donors and supports donor cultivation efforts.
• Coordinates logistics for donor meetings, events, and campaign-related activities.
• Supports the planning and execution of special events, including the Annual Gala and Auction and related committee meetings.
• Serves as auction organizer during auction season.
• Coordinates auction procurement and tracking in collaboration with the Philanthropy Team and Host Committee.
• Coordinates pickup and delivery of supplies, including auction items, donor gifts, and event materials.
• Provides backup support for the donor database, including data entry, reporting, and file maintenance.
• Utilizes Excel, Word mail merges, and database tools to support fundraising operations.
• Maintains confidentiality and handles sensitive information with discretion.
• Provides care or services to minors or comes into contact with minors as part of their job duties.
• Provides services relating to the administration of public funds or benefits, including eligibility for public funds or public benefits.
• Travels between Foothill Family sites for training, meetings, and other in-person interactions.
• Attends in-person meetings and events at various locations within the Los Angeles County and surrounding areas.
• Displays sensitivity to the service population’s cultural and socioeconomics characteristics.
• Performs work in a safe manner at all times and ensures that other individuals do not put themselves or others at risk.
• Follows all policies, procedures and legal mandates related to HIPAA and maintenance of client files.
• Ensures performance and behaviors support the Agency’s performance quality improvement (PQI) goals and objectives.
• Reports to work on time and maintains reliable and regular attendance.
• Performs other duties as assigned.

POSITION REQUIREMENTS

• Bachelor’s Degree or equivalent work experience.
• Minimum of 1–2 years of fundraising or related experience with nonprofit experience preferred.
• Experience supporting fundraising or advancement teams.
• Experience with donor databases - Raiser’s Edge preferred.
• Proficiency in Microsoft Office Suite, Google Workspace, and Adobe Acrobat or similar tools.
• Strong experience with Excel spreadsheets, Word mail merges, and database functionality.
• Schedule flexibility, including occasional evenings and weekends for events
• Strong organizational and time management skills with exceptional attention to detail. 
• Excellent written, verbal, and interpersonal communication skills. 
• Ability to manage multiple priorities and work effectively in a fast-paced environment. 
• Demonstrated ability to build and maintain relationships with internal and external stakeholders. 
• Ability to proactively support leadership needs. 
• Experience or interest in auction procurement and organization; ability to coordinate details with a calm, solutions-oriented approach.
• Strong problem-solving skills with a proactive and resourceful mindset. 
• Ability to handle confidential information with professionalism and discretion. 
• Collaborative, team-oriented approach with the ability to work effectively across all levels of the organization.
• Must not appear on any federal, state, or other applicable sanctions, exclusion, or debarment lists that would prohibit or restrict employment with an agency receiving federal or state health care funding.
• Valid CA Driver’s License and maintains insurability on the Agency’s auto liability policy (including a minimum of 2 years driving experience) and maintains the California state required auto insurance liability limits OR maintains reliable transportation to attend all appointments and meetings as required in the position.

PHYSICAL DEMANDS   

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.