Operations & Donor Management Coordinator

Organization Overview

The Community Foundation Serving Howard, Clinton, and Carroll Counties is a steward helping donors make our communities a better place to live every day. The organization holds over 600 funds totaling approximately $135 million in assets. Through vision, effective organization, and good stewardship, it is a catalyst for stimulating and funding initiatives that improve the quality of life for citizens in its service areas, giving donors of varied interests a vehicle for charitable giving to the community and providing responsible stewardship for donated gifts. 

At the Community Foundation Serving Howard, Clinton, and Carroll Counties, you will work with people who are passionate about improving our community. We are a group of talented, high performers. We celebrate and push each other to be the best we can be. We love what we do.

Position Summary

This role oversees donor profile database management, gift processing, office operations, and facility coordination. Given the position's access to confidential donor information and critical operational systems, the role requires exceptional discretion, organizational skills, and commitment to compliance with legal requirements, foundation policies, and national standards.

Position Specifics

Job Classification

This is a full-time professional position as defined under the Foundation's personnel policy.

Position

Subject to the supervision of the president, the Operations & Donor Management Coordinator responsibilities include:

• Facilities & building management. Oversee all physical building operations, including parking lot maintenance, janitorial services, HVAC, plumbing, electrical, locksmith services, elevator maintenance, equipment removal, and snow removal. Contract with vendors, obtain competitive bids when necessary, collect required documentation (W-9s), and coordinate with finance and the president on budget management. Ensure grounds and building exterior maintain a professional appearance. Serve as primary contact for elevator monitoring and on-call staff for elevator emergencies during non-business hours. Maintain accurate records for all facility activities.
• Gift processing & donor services. Process all foundation deposits via scanning system or manual deposit, ensuring accurate posting to appropriate accounts. Manage gift entry and acknowledgment processes to ensure data accuracy and timely donor communication in compliance with IRS requirements and Foundation best practices. Respond to donor inquiries regarding gift information, provide memorial notifications to families, and communicate designated fund contributions to beneficiary organizations.
• Office & meeting space coordination. Manage building calendar and meeting space reservations for internal and external use. Coordinate with outside organizations to schedule facility rentals, execute rental agreements, and ensure appropriate equipment and setup. Oversee office supply procurement and inventory management.
• Board & committee support. Schedule and coordinate meetings for the foundation board, executive committee, service committees, and task forces. Confirm attendance to ensure quorum requirements are met. Prepare meeting minutes as assigned. Assist with the preparation and distribution of board materials, track attendance, and maintain documentation for conflict of interest, confidentiality, and other governance policies.
• Front office & guest relations. Serve as primary front desk greeter, creating a welcoming environment for donors, vendors, board members, and community visitors. Answer phones, direct inquiries appropriately, and use sound judgment to prioritize and address requests. Monitor staff schedules to ensure adequate office coverage during business hours and coordinate coverage with team members. Post public notifications of office closures as needed.
• Information security & records management. Coordinate secure document destruction services to protect donor privacy and confidential Foundation information. Ensure all sensitive documents are properly disposed of in compliance with privacy requirements.
• All other duties as assigned by the president of the community foundation.

Qualifications

Desired Skills + Talents

• Effective professional written and verbal communication skills.
• Ability to multitask on a variety of projects and needs. Excellent organizational and prioritizing skills.
• Understanding and adherence to high standards of ethics and confidentiality.
• Must be able to work as part of a team with little supervision.
• Proficiency with MS products and integrated database (C-Suite)
• Maintains complete, accurate, and organized records understandable to others.

Education, Experience, Background

• High School diploma or equivalent, preferably with some college and/or other training.
• Knowledge of non-profits (organization, processes, etc.)
• Experience in the position functions listed for this job.

Requirements

• Must reside in or be willing to relocate to Howard, Clinton, or Carroll Counties.
• Please provide 3 professional references.

Salary & Benefits

Compensation

Annual salary range of $44,000 - $47,000 commensurate with experience and qualifications.

Benefits

Offerings include health, dental, and vision insurance, paid vacation, sick time and holidays, and a retirement plan with contributions from the organization. 

How to Apply

Apply on LinkedIn, or send your resume and 3 professional references to info@cfhoward.org.

Link to Apply