Foundation Coordinator

The Foundation Coordinator provides administrative and operational support for the Community Health Clinic Foundation, including grant administration, donor records, compliance, development activities, and general Foundation operations. The position reports to the Foundation Director and works closely with the development team. As the Foundation continues to grow, this position will assist in establishing and maintaining effective systems, procedures, and records. The successful candidate will be highly organized, adaptable, self-directed, professional, and comfortable managing multiple priorities. Experience working within a 501(c)(3) nonprofit organization is strongly preferred, particularly experience with a start-up, newly established, or growing foundation.

LOCATION

Shipshewana, Indiana - The Community Health Clinic, Inc. (CHC) is a 501(c)(3) nonprofit organization serving Amish, Mennonite, and rural northern Indiana communities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ADMINISTRATIVE AND COMPLIANCE FUNCTIONS

1. Provide administrative and operational support to the Foundation Director and development team.

2. Maintain Foundation calendars, schedules, meetings, deadlines, organizational records, and required

compliance filings.

3. Coordinate meetings and appointments and prepare correspondence, reports, presentations, and meeting materials as needed.

4. Develop and maintain Foundation procedures, workflows, filing systems, and organized electronic and

physical records.

5. Maintain Foundation policies, corporate records, Board materials, financial documentation, grant

agreements, contracts, and compliance records.

6. Coordinate administrative preparation for audits and financial reviews, including gathering requested

documentation and assisting leadership with accountants, auditors, attorneys, and other professional

advisors.

7. Assist with Foundation projects, events, and other organizational priorities as assigned.

DONOR DATABASE AND DEVELOPMENT SUPPORT

1. Manage and maintain the Foundation's donor database/CRM, ensuring donor and prospective donor records are accurate and current.

2. Track donations, pledges, donor communications, acknowledgments, and follow-up activities.

3. Generate donor reports, mailing lists, and other development information as requested.

4. Assist with donor correspondence, acknowledgment letters, stewardship activities, meeting preparation, and fundraising initiatives.

5. Support the development and maintenance of effective donor-management procedures as the Foundation grows.

OTHER FUNCTIONS

1. Perform other related duties and responsibilities as directed by the Foundation Director.

2. Work collaboratively with Foundation leadership, development, program, communications, financial, and

administrative staff.

3. Support grant administration and reporting by coordinating application materials, maintaining grant deadlines and records, and assisting with the collection and organization of program and outcome data.

4. Provide backup support for public relations and communications activities, including Foundation events, donor materials, community outreach, and the collection of program information and impact stories.

5. Maintain confidentiality and exercise appropriate professional judgment when handling donor, financial, grant, personnel, and organizational information.

6. Represent the Foundation with professionalism, diplomacy, courtesy, and tact in all internal and external interactions.

EDUCATION AND/OR EXPERIENCE

1. Experience working within a 501(c)(3) nonprofit organization, charitable foundation, or similar nonprofit environment.

2. Strong administrative and organizational experience, preferably involving grants, development, donor relations, data collection, or nonprofit operations.

3. Experience with donor-management/CRM systems and grant administration preferred.

4. Familiarity with nonprofit compliance, reporting requirements, audits, and recordkeeping preferred.

5. Experience with a start-up, newly established, or growing nonprofit foundation preferred.

6. Bachelor's degree in nonprofit management, business administration, communications, public administration, or a related field preferred. Significant relevant nonprofit experience may be considered in lieu of a degree.

KNOWLEDGE, SKILLS, AND ABILITIES

1. Strong organizational skills and attention to detail.

2. Ability to manage multiple priorities, projects, and deadlines.

3. Excellent written, verbal, and interpersonal communication skills.

4. Proficiency with Microsoft Office, including Word, Excel, and Outlook, and the ability to learn donor, grant, and organizational software.

5. Ability to collect, organize, maintain, and report information accurately.

6. Strong problem-solving skills, initiative, adaptability, and professional judgment.

7. Ability to work independently while collaborating effectively with leadership and other team members.

8. Ability to maintain confidentiality and handle sensitive information appropriately.

9. Professional, courteous, tactful, and service-oriented approach when interacting with donors, Board members, funders, community partners, staff, and the public.

PHYSICAL DEMANDS

The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to work in a professional office environment and perform focused work requiring attention to detail.

2. Ability to sit and/or stand for periods of time throughout the workday.

3. Ability to operate standard office equipment and communicate effectively in person, by telephone, email, and written correspondence.

4. Ability to attend Foundation meetings, donor functions, community events, and other organizational activities as required.