Foundation Administrative Coordinator

For over 45 years Pathways has been a Bay Area pioneer, leader, and innovator in Hospice, Home Health and Palliative Care. We provide care at home or in settings such as assisted living, a nursing home, or the hospital. We have offices in Sunnyvale, South San Francisco, and Oakland. Patients and their families know us for our personalized, high-quality care, delivered with empathy, kindness, and respect.

• →Serve as the primary local contact for OSS. Submit complete requests, maintain a service and deadline tracker, monitor status, and resolve routine issues; escalate delays, policy questions, and unresolved discrepancies to the Director.
• →Coordinate implementation of standard workflows for gift processing, workplace giving, receipting, acknowledgment, and reporting. Document local responsibilities, shared services handoffs, and approved procedures, and keep the Foundation office procedure manual current.
• →Coordinate with the Annual Giving Manager and other staff to provide approved lists, materials, and local information required for centrally supported fundraising services.
• →Receive and organize gift information and supporting documents; prepare complete processing submissions with correct donor, fund, appeal, restriction, and tribute details. Confirm processing status with OSS and maintain accessible gift and pledge documentation.
• →Adopt all five approved acknowledgment templates: General/DAF, Event, IRA, Non-Cash, and Tribute. Coordinate appropriate donor receipts, personalized acknowledgments, and tribute or memorial family notifications using approved language and recipient information.
• →Monitor acknowledgment turnaround against the standard of completion within 72 hours for more than 95 percent of gifts. Track exceptions and receipting status, resolve missing information, and coordinate follow-up with OSS and the Director.
• →Follow approved payment handling, confidentiality, and separation-of-duties procedures. Coordinate corrections and unresolved gift or reconciliation issues with OSS and Accounting.
• →Accurately enter and update approved donor, gift, tribute, contact, event, and volunteer information in the current CRM and in DREAM after conversion. Capture consent and communication preferences, caller assignments, outcomes, and follow-up tasks in the system of record.
• →Support data hygiene through verified deceased updates and suppression, duplicate review, tribute reconciliation, and approved archiving or requalification of inactive records. Apply record changes and mailing suppressions through authorized procedures.
• →Coordinate conversion preparation with the Director and CommonSpirit data team, including spouse and other non-constituent mapping, fund and appeal cleanup, and transfer of event, RSVP, and volunteer call histories. Complete training, help validate converted records, and track issues through resolution.
• →Prepare standard reports, approved mailing or event lists, donor meeting materials, and dashboard inputs. Check completeness and accuracy, reconcile differences with responsible partners, and coordinate reporting requests with OSS. Maintain donor activity in the CRM as parallel tracking spreadsheets are retired.
• →Coordinate purchase orders, invoices, approved card documentation, expense tracking, and vendor paperwork. Route approvals and maintain supporting records for Accounting, budget reviews, and audits.
• →Maintain grant application, award, and reporting deadline files; enter approved grant information in DREAM and assemble materials for reports under the Director’s guidance.
• →Support documentation and reconciliation of Foundation-funded patient care with Accounting and Revenue Cycle. Assemble authorized approvals and fund or coding information and flag discrepancies so charitable support is recorded through the approved process.
• →Schedule Foundation Board, Advisory Board, committee, and staff meetings; prepare packets, agendas, minutes, attendance records, and action lists; arrange meeting logistics and track assigned follow-up.
• →Maintain organized electronic and paper records, shared folders, office supplies, printed materials, equipment, and work or storage areas. Coordinate equipment and system issues with IT and provide fair, timely support to the Foundation team.
• →Support One from the Heart, receptions, and other approved events with contracted or regional event professionals. Coordinate registrations, guest and sponsor records, materials, volunteer assignments, and administrative follow-up.
• →Provide scheduling, attendance records, materials, and sponsorship administration for management-approved caregiver or community activities in coordination with program leaders.
• →Greet visitors and respond to telephone, email, and routine donor inquiries professionally. Route fundraising, planned giving, grant, and program questions to the appropriate staff member and follow up on assigned requests.
• →Assist with donor correspondence, thank-you calls, stewardship materials, and volunteer orientation or scheduling. Respond sensitively to families affected by illness, caregiving, grief, and loss, and protect confidential donor and family information.

• Required: At least three years of progressively responsible administrative support experience.
• Required: Demonstrated proficiency with Microsoft Office, Google Workspace, and Adobe tools, including accurate spreadsheets, document preparation, proofreading, and electronic file management.
• Required: Strong interpersonal and customer service skills; clear written and verbal communication; ability to organize multiple priorities and work independently with appropriate direction.
• Required: Ability to learn donor databases and shared services systems, maintain accurate confidential records, and perform routine financial documentation and follow-up.
• Preferred: Administrative experience in nonprofit fundraising or a healthcare organization, and demonstrated interest in philanthropy.
• Preferred: Experience with Raiser’s Edge NXT, DREAM, or another donor CRM; gift processing, donor acknowledgment, reconciliation, or shared services coordination.
• Preferred: Experience supporting boards, fundraising events, grants, or office procedures.