Grants & Philanthropy Programs Coordinator

JOB SUMMARYReporting to the Executive Director, Foundation, the Grants and Philanthropy Programs Coordinator plays a vital role in diversifying and expanding our organization's revenue streams. This multifaceted position involves coordinating grant management, developing, and executing various philanthropy programs, and actively coordinating events, outreach, and campaigns.

The Grants and Philanthropy Programs Coordinator contributes to the strategic growth of our organization by maximizing fundraising opportunities. The successful candidate will identify funding opportunities, build relationships with grant-making organizations, and ensure the alignment of the organization's mission and programs with potential funders' priorities.

The Coordinator should be someone proactive, trustworthy, dedicated, focused, self-directed, and able to take initiatives, balancing multiple priorities and deadlines, while ensuring the high level of professionalism, confidentiality, and customer service. Assignments outside of business hours are expected during major fundraising events and initiatives—this includes evening and weekend work.

KEY RESPONSIBILITIES

PHILANTHROPY PROGRAMSConceptualize, plan, and execute philanthropy programs aimed at:Diversifying revenue sourcesMaximizing fundraising impactExpanding donor retention and engagementCapturing prospective donors, diversifying donor base, and increasing retention rateMaximizing social media and digital marketing reach, conversion, and engagement.

GRANT MANAGEMENT

Grant Proposal DevelopmentConduct the full range of pre- and post-award activities required to prepare, submit, and comply with grant proposals to federal, state/local, and private foundations.Research, write, and submit high-quality grant proposals to foundations, government agencies, corporations, and other grant-making organizations.Develop and maintain master files on grants and paperwork connected to programs funded by grants.Complete all documents, forms, or reports required by the grant.

Grant Research and IdentificationConduct thorough research to identify new grant opportunities from local and national foundations, corporations, and other philanthropic institutions.Stay informed about potential funding sources and trends in grant funding.

Reporting and ComplianceDevelop and maintain a comprehensive calendar of grant deadlines and reporting requirements.Ensure timely and accurate submission of grant reports and compliance with funding requirements.Maintain grants management tracking and donor tracking system.Create an efficient system for grant execution and reporting.Coordinate the monitoring and evaluation of programs and projects that are funded by grants.

Relationship BuildingCultivate relationships with representatives from grant-making organizations to enhance the organization's visibility and increase funding opportunities.

INTERNAL GRANT SYSTEM COORDINATION

Grant Tracking & Compilation for ReviewDevelop and maintain a centralized system / master document to track grants applied for by various WhidbeyHealth departments.Update the document in real-time to provide accurate and current information on the status of each grant application.Compile comprehensive summaries of all grant applications for discussion with the Executive Director and prior to board meetings.

Follow-Up and Communication:Conduct proactive follow-ups on the status of each grant application.Communicate outcomes promptly to respective departments, providing clear and transparent information on the grant application status and whether additional information is required.

Impact Reporting:Lead the compilation of impact reports for all awarded grants.Provide detailed overviews of the initiatives funded, their outcomes, and the overall impact on WhidbeyHealth departments and the community.

EVENTS & CAMPAIGNS COORDINATIONCoordinate planning and executing of events, outreach events, workshops, community programs, and fundraising campaigns from start to finish. Ensure seamless execution of events to maximize impact and attendance.Coordinate project management planning, continuously updating master plans, action plans, and task sheets.Secure and increase awarded funds for events and campaigns from sponsorships, grants, peer to peer fundraising, crowdfunding, and individual donors.Prepare event / campaign budget, marketing materials, and logistics.Generate reports to evaluate the effectiveness of fundraising initiatives. Conduct post-event surveys. Develop list of lessons learned, success stories and best practices. Acquire reviews and testimonials.

COMMUNICATION & PROMOTIONCreate compelling content for various platforms to promote organizational initiatives.Utilize social media, newsletters, and other channels to enhance outreach efforts.Continuously update the foundation’s social platforms and website for increased conversion, reach, and engagement.

Attendance at Special Events is mandatory and may require occasional evening or weekend work.

JOB KNOWLEDGE & QUALIFICATIONS

EducationBachelor's degree or equivalent demonstrated experience.

Training and ExperienceMinimum 2 years of successful experience in grant writing.Minimum 3 years of successful experience in fundraising, event management, or philanthropy programs.Digital marketing experience.Ability to interpret financial data, prepare budgets, and provide financial grant reports.Demonstrated record of developing successful grant proposals to governmental agencies and private foundations. Thorough understanding of effective grant writing techniques.Ability to locate potential sources for funding. Thorough understanding of local, state, and federal funding sources and grant funding policies and procedures.Strong research and analytical skills.Experience with a CRM Database or donor-related databases.Quick adaptability to new software and platforms.High-level proficiency with Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).Excellent written and verbal communication skills.Document preparation, proofreading, and editing expertise with a sharp attention to detail.Extremely organized and meticulous with details. Ability to work autonomously.Excellent project management skills and ability to prioritize within tight deadlines.Detail-oriented, thrives in a fast-paced work environment, capable of meeting short turnaround deadlines with a positive and proactive attitude.Results-oriented with robust project management skills.Sound judgment, high integrity, and professionalism, maintaining confidentiality with discretion, diplomacy, and courtesy in interactions with staff, board members, and external stakeholders.Understanding the importance of confidentiality in handling sensitive information related to donor finances and compliance with HIPAA laws.

Certificates, Licenses, RegistrationsMaintain a valid WA State Driver’s License, personal insurance, and insurability with the District’s Insurance Carrier.

Benefit Information and Wage Transparency: WhidbeyHealth Employees who work a 0.5 FTE or higher are categorized as, “benefit eligible”. Click here for benefit information.

Salary Range: $69,500 - $95,151.68 Apply Here