At NorthBay Health, the Annual Giving and Stewardship Coordinator provides comprehensive administrative, operational, and donor-relations support to the NorthBay Health Foundation/Fund Development team. This position coordinates day-to-day office operations and administrative functions, manages donor stewardship and recognition programs, supports the planning and coordination of year-round annual giving programs to enhance and renew philanthropic contributions, and provides administrative support to the Foundation Board. The position requires excellent communication and diplomacy skills and the willingness to maintain confidentiality due to the nature of the business conducted within the company and division.

PRIMARY JOB DUTIES

Administrative Support

• Handles administrative and clerical responsibilities needed to support the senior leaders and department as requested. 

• Provide administrative support to the NorthBay Health Foundation Board and committees, including preparing agendas and materials, taking minutes, tracking action items, and maintaining accurate Board rosters and records.

• Serve as the first point of contact for the Philanthropy office, greeting visitors, responding to inquiries, and ensuring a welcoming environment.

• Manage office operations, supplies, vendor relationships, and general workflow to ensure efficient daily functioning.

• Provide administrative assistance for special projects as directed by department leadership. Responsibilities include scheduling and coordinating special project meetings, creating a timeline, assist in project documentation, submitting requests for proposals (RFPs), and tracking project progress.

• Prepare check requests, process invoices and expense reports, and track budget expenditures as necessary.

Annual Giving

• Work with leaders of Philanthropy and the Marketing and Communications department to develop and implement comprehensive annual giving strategy that includes but is not limited to direct mail, email campaigns, giving societies, grateful patient acquisition and employee giving.

• Work with the Mar/Comm team and external vendors to create compelling and donor-centric solicitation pieces that meet NorthBay Health brand standards.

• Manage all fundraising direct mail and digital solicitation strategies with support from the Mar/Comm team.

• Work closely with the Philanthropy leadership to upgrade donors and identify prospective major gift and planned giving prospects.

• Track all actions, campaigns, and donor engagement in the donor database.

• Analyze donor giving patterns and campaign performance to refine future strategies. 

• Plan and implement effective ways to re-engage lapsed donors.

• Provide regular and accurate reports on annual giving donor retention, response rates, acquisition and other key performance indicators.

• Participate in cross-functional meetings to help ensure that the annual giving program supports the larger goals of the Foundation, such as capital campaigns and major gift initiatives.

• Performs other related duties as assigned.

Donor Stewardship 

• Nurtures relationships with donors through gratitude and strategic engagement, ensuring their gifts are properly acknowledged and their impact is communicated.

• With oversight from the leader of Philanthropy, creates and implements a schedule of personalized stewardship communications.

• Coordinate with Philanthropy leaders and Marketing/Communications to ensure consistent and high-quality donor communications. 

• Create and send timely and personalized letters, emails, and other correspondence to donors. 

• Assist in ensuring donor acknowledgement letters and other correspondence are mailed out in a timely manner, while maintaining accuracy and attention to detail.

• Maintain accurate rosters of donor giving societies and loyalty programs, and keep the philanthropy database up to date with this information.

• Support donor recognition events and other activities, under the guidance of department leaders and in collaboration with the events team. 

• Order promotional items and stewardship gifts as requested.

• Works closely with the department staff to ensure proper follow up with event attendees, prospects and donors. 

• Maintain and update all donor recognition displays, including the cumulative giving wall and other recognition signage.

• Ensure proper and timely recording of donor milestones, acknowledgments, and recognition preferences in the donor database.

• Track stewardship deliverables and create annual stewardship calendars and reports.

Other Duties

• Provide administrative and logistical support for events and special projects as needed.

• Assist with the integrity of the database by following all procedures for proper data entry. 

• Represent the Foundation with professionalism and integrity at all times.

• Perform other related duties as assigned.

Qualifications:

Education: Associate’s degree or equivalent work experience required; Bachelor’s degree preferred.

Experience:  Minimum 3–5 years of administrative experience, preferably in a nonprofit, healthcare, or fundraising environment. 

Experience with donor relations, annual giving, stewardship, or fundraising strongly preferred.

Skills: 

• Exceptional organizational and multitasking skills with keen attention to detail.

• Strong interpersonal skills and comfort interacting with donors, patients, and leadership.

• Excellent written and verbal communication skills.

• High degree of professionalism, discretion, and confidentiality.

• Proficiency in Microsoft Office Suite; experience with donor management software (e.g., Salesforce, Raiser’s Edge NXT or similar) preferred.

• Ability to work independently, manage multiple priorities, and meet deadlines.

• Comfortable engaging with donors and organizational leadership

• Demonstrated organizational and planning skills; strong follow-up and follow-through to ensure personal, team, and organizational objectives

• Commitment to maintaining confidentiality and a high degree of accuracy in donor records

• Analytical and problem-solving skills

• Ability to work independently and be self-motivated, utilizing a high level of initiative, judgment, and critical thinking skills

• Demonstrated experience in managing multiple priorities required

• Demonstrated project management skills preferred

• Ability to work with a variety of constituencies, including donors, volunteers, patients, and staff

• Mission-driven and donor-centered.

• Warm, professional, and empathetic demeanor.

• Commitment to excellence, accountability, and teamwork.

Interpersonal Skills: Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence. 

Hours of Work: Flexible, based on business needs. Monday through Friday, occasional evenings and weekends as needed. May require travel.

Compensation: $43 to $52 per hour  based on years of experience doing the duties of the role.

Salary : $43 - $52