Foundation Operations Coordinator

Westminster Communities of Florida is seeking to fill a full-time Foundation Operations Coordinator.

This role will coordinate the organization’s mission and services in an effective manner to internal departments, outside organizations, and Westminster residents.

Under the guidance and supervision of the Vice President of Philanthropy, the Operations Coordinator is responsible for providing high-level, professional support to the organization.

This role includes an ability to oversee project and operations management in support of the Foundation’s central operations.  Serves as a key point of contact across Westminster’s departments including the philanthropy team, finance, operations, marketing and communications, and human resources.  This role requires a highly organized, mission-driven individual to handle matters critical to the Foundation’s operations. 

Essential Job Functions:


* Support the Vice President in the management of key Foundation initiatives, including data analysis, strategic-planning and operations activities, and department oversight.


* Accept and process donor gifts and help produce acknowledgement letters.

A proficiency in using fundraising databases is desired.


* Track the receipt of gifts, pledges and pledge payments, working closely with the VP of Philanthropy and Finance office to ensure gifts are recorded in the database and deposited to the appropriate Foundation account.


* Provide support in the planning and coordination of the key activities, donation management and tracking, related engagement with other departments to organize events, invitations, mailing lists, budgets, and schedules.


* Efficiently and effectively organize the VP’s schedule to maximize time availability.  Schedule appointments (internally and externally), coordinate meetings, and maintain daily and yearly planning calendars to facilitate timely preparation and follow through for all projects that fall under the VP.

Other Daily Duties and Responsibilities:


* Serve as the Foundation’s grant and expense processing coordinator, working closely with the Accounting Office on gift tracking and record audits.


* Work with the community Business Office Managers to ensure copies of all gifts (cash/checks) deposited in the community are given to the respective Fundraisers and recorded correctly in the database.


* Coordinate with the Foundation Accountant on the recording of residents’ monthly gifts, team members’ payroll gifts, quarterly trust distributions, ACH / stock distributions, etc.


* Serve as the point person with our banking partners regarding donors’ annuities.  Assume designated authority for advising on death of annuitants and instructions to pay remaining value to WCF.


* Serve as the point of contact for electronic gift payments..


* Coordinate and distribute WCF collateral to Philanthropy team.


* Maintain hard copy and electronic files; sort and distribute m...