DEPARTMENT SUMMARY:

The Foundation is focused on raising critical funds, support and awareness to best support the strategic direction of St. Charles Health System (SCHS). The team leverages philanthropy and community resources across the region and works in collaboration with SCHS leadership to identify the most urgent needs. The team ensures St. Charles is a recognized cornerstone of Central Oregon, committed to the health of community members and the economic development of the region.

POSITION OVERVIEW:

The Foundation Operations Manager provides leadership and management of all administrative duties and tasks for St. Charles Foundation. This includes fund reporting and management, database administration, use of software and technology, and overall processes and procedures. This position leads the daily operations of the Foundation. This role is critical in ensuring operational excellence throughout foundation campaigns, reporting on impact, and accurate record keeping instilling trust and confidence from our stakeholders.

This position serves as a leader in the foundation and directly manages the Foundation Coordinator, Sr. Database Specialist, Database Coordinator and additional contractors as needed.

ESSENTIAL FUNCTIONS AND DUTIES:

DATABASE MANAGEMENT AND ADMINISTRATION (30%)

• Ensures an accurate and timely process for daily gift entry and processing.
• Leads team to develop accurate process for pledge recording, payment tracking and receipting.
• Oversees process for prospect research and pipeline development to support comprehensive campaign goals.
• Creates dashboards, benchmark reports and annual tracking metrics for the St. Charles Foundation.
• Develops processes and instructions manuals for frontline fundraisers to manage donor data that will move relationships forward.
• Explores new technologies and methods to ensure efficient data entry, prospect research, donor management and the use of AI in philanthropy.

FUND MANAGEMENT, FINANCE AND IMPACT REPORTING (30%)

• Oversees accurate tracking and reconciliation of fund management in partnership with Foundation Coordinator and Finance team. Ensures and monitors fund spending, supports and encourages administrators to accurately spend restricted funds in a timely manner and with donor intent.
• Develops process to monitor and report fund spending to demonstrate foundation impact.
• Partners with Foundation Coordinator and Finance team to ensure best practices for block grant and mini grant processes.
• Prepares fundraising and analytical reports for all fundraising initiatives.
• Oversees accurate financial reporting including monthly reconciliation with our finance and database teams.

PROJECT MANAGEMENT AND EXECUTION OF DEVELOPMENT STRATEGIES (40%)

• In partnership with Executive Director and Philanthropy Manager, project manages all annual activities including communications, cultivation and stewardship activities and fundraising campaigns.
• Oversees donor society requirements, communications and recognition.
• In collaboration with the philanthropy team, develop an operational process to take in grateful patient inquiries or referrals, respond in a timely manner, track and monitor in RE and report out to services lines in a timely manner.

Monitors and ensures all direct reports are current with compliance and safety requirements.  Implements and manages all organizational safety directives and goals.

Provides and oversees team’s delivery of customer service in a manner that promotes goodwill, is timely, efficient and accurate.

Collaborates with teams to review processes and identify/implement opportunities for improvements, applying Lean concepts and tools.

Supports the vision, mission and values of the organization in all respects.

Supports the Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients and guests.

Conducts all activities with the highest standards of professionalism and confidentiality.  Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION:

Required:

• Bachelor’s degree in related field.

Preferred:

• N/A

LICENSURE/CERTIFICATION/REGISTRATION:

Required:

• Ability to travel to all SCHS worksites.

EXPERIENCE:

Required:

Minimum of 5-7 years of professional operations or fundraising experience and a proven record of success in a broad based complex organizational environment. 1 year of prior leadership experience.

Preferred:

Familiarity with donor database applications (preferably Raiser’s Edge). Demonstrated leadership and management of staff. Strong project management and administrative skills. Strong communications skills including the ability to write and speak persuasively about the Foundation.  Willingness to work evenings and weekends as needed.

PERSONAL PROTECTIVE EQUIPMENT:

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Strong organizational skills, ability to prioritize and manage multiple projects. Must have personal initiative and be friendly, outgoing and have a collaborative approach and strong team-oriented style.  Excellent user of office technology and information systems (Microsoft Office Suite) including donor databases (preferably Raiser’s Edge).