Program Specialist 3 - Olympic College Foundation Coordinator

Olympic College

  • Bremerton, WA
  • $56,880-76,608 per year
  • Permanent
  • Full-time
  • 22 days ago
DescriptionProgram Specialist 3 - Olympic College Foundation CoordinatorSalary: $56,880 - $76,608 annuallyClassification: Classified StaffDepartment: OC FoundationReports to: Executive Director of the Olympic College FoundationOlympic College is currently seeking a full-time Classified Program Specialist 3 to join our dynamic team at the Olympic College Foundation. The Foundation Coordinator position exists to support the fund development and donor engagement efforts of Olympic College Foundation, the institutionally related philanthropic foundation dedicated to advancing student access, achievement, and success at Olympic College. The Foundation Coordinator plays a key role in implementing fundraising strategies, coordinating donor communications, supporting events and campaigns, and maintaining accurate records. The Foundation Coordinator helps build a culture of philanthropy that aligns with OC's broader mission of transforming lives through education while responding to community needs.Essential FunctionsThe position supports the full spectrum of operations, governance, donor relations, and communications at the Olympic College Foundation (OCF). Key responsibilities include: Board and Governance SupportManage annual and individual calendars for Board and committee meetings.Prepare and track agendas, minutes, motions, and resolutions.Support material preparation, attendance tracking, and governance compliance (e.g., policy reviews, COIs).Maintain updated board rosters, documentation, and online listings. CRM and Donor Database ManagementMaintain fluency in CRM capabilities and recommend optimizations.Manage gift entry, donor profile updates, and data integrity.Update CRM manuals and process documentation.Coordinate data imports/exports with external platforms.Design CRM structure to support fundraising goals. Financial Coordination and Gift ProcessingAssist in budget development and monitoring for events, grants, and operations.Coordinate with external accountants for reconciliations and audits.Process incoming donations, invoices, and pledge reminders.Track credit card/P-Card expenditures, allocate funds, and reconcile accounts. Event and Campaign CoordinationPlan and execute strategic events and special campaigns in collaboration with leadership.Coordinate logistics for engagement, stewardship, and donor recognition activities.Manage in-kind gifts and support the development of related processes. Donor Engagement and CommunicationsPrepare gift acknowledgements, thank-you letters, and donor reports.Manage mailing lists for appeals and engagement activities.Support individual donor portfolio tracking with tools and reports.Represent the Foundation at internal, campus, and community events. Office Operations and Stakeholder SupportServe as first point of contact for inquiries via phone, email, and in-person.Liaise with vendors and research/implement new office tools and platforms.Maintain digital file systems (Teams, SharePoint, Dropbox) and shared drives.Manage inventory, supplies, and on-campus storage/facilities.Provide direct support to the Executive Director and team members.Supervise and train volunteers, interns, and/or student workers. Policy and Procedure DevelopmentIdentify and create standard operating procedures for Foundation operations.Assist in the development and organization of policies supporting programs and fundraising. Documentation and Record KeepingEnsure accurate documentation for new scholarships, awards, and donor funds.Organize and maintain both digital and physical fundholder files.Uphold integrity of Foundation records to ensure historical continuity and proper stewardship. Publications, Digital Media, and Website CoordinationWrite, edit, and distribute newsletters, reports, and donor materials.Manage the editorial calendar and social media accounts.Coordinate website updates and content with team members.QualificationsMinimum Qualifications
  • Experience using data tracking systems and office software. Demonstrated experience with donor databases or customer relationship management systems, as well as proficiency with Microsoft Office Suite.
  • Strong organizational and interpersonal skills. Ability to meet deadlines, manage multiple assignments and work both independently and collaboratively in a diverse environment.
  • Two years of experience in event coordination or fundraising support. Demonstrated experience planning and organizing events or activities, preferably in an educational or nonprofit setting, including coordinating logistics and collaborating with internal and external partners.
Desired Qualifications
  • Experience working in a community college or higher education setting.
  • Prior working experience with the software platforms Bloomerang, Fundriver, and Award Spring.
  • Knowledge of nonprofit fundraising principles and donor stewardship best practices.
Additional InformationPlease note that we are unable to sponsor visas for this position. Only candidates who are currently authorized to work in the United States will be considered.This is a full-time classified position scheduled to work 40 hours a week, with a salary range of $56,880 - $76,608 annually. All classified positions will start their salary at Step A, when you have completed six months of probation, you will receive a 5 percent pay increase. A collective bargaining agreement exists, and this position is covered by the Washington Public Employees Associate (WPEA) Union. Classified positions qualify for the following benefits:Medical/vision, dental, long-term disability, life insurance, and accidental dismemberment, Flexible Spending Arrangement, Dependent Care Assistance Program, Wellness Programs, Department of Retirement Systems Plan 2 or Plan 3, Deferred Compensation Program (DRS) retirement savings plan; TIAA supplemental retirement savings plan, Aflac, 11 paid holidays, leave - vacation/sick/personal holiday/personal leave, auto/home insurance, space available tuition waiver, Employee Assistance Program (EAP), fitness center, reduced rate and priority consideration on-site child care on a space available.For more information regarding benefits, please visit our websiteConditions of Employment
  • Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. In addition to the background check, candidates will be required to complete the Sexual Misconduct Disclosure Form as required WB HB 2327.
  • Olympic College seeks candidates for employment who share our commitment to fostering an equitable and inclusive learning environment (read our
). * The employee must reside in Washington State and within a reasonable distance of the campus to respond to workplace reporting requirements at the time of hiring. Frequent travel to Olympic College campuses or other sites may occur.How To ApplyTo be considered for this position a candidate must apply online through the Olympic College website and submit the following required materials:
  • Olympic College Online Application
  • Resume
  • Cover Letter - in your cover letter describe how your experience sets you apart for this position.
  • Unofficial college transcripts. Official transcripts and copies of mandated certifications will be required of the successful candidate.
EEO StatementOlympic College provides equal opportunity in education and employment and does not discriminate on the basis of race, color, national origin, age, disability, genetic information, sex, sexual orientation, marital status, creed, religion, or status as a veteran of war. Olympic College provides reasonable accommodations for qualified students, employees, and applicants with disabilities in accordance with the Americans with Disabilities Act and Federal Rehabilitation Act. The following people have been designated to handle inquiries regarding non-discrimination and accommodation policies: . This recruitment announcement does not reflect the entire job description and can be changed or modified without notice.Benefits include vacation, sick leave; medical, dental, life and long-term disability insurance; retirement; and tuition waiver.

Olympic College