ADMINISTRATIVE COORDINATOR

Kline Galland

  • Seattle, WA
  • $31.25-36.00 per hour
  • Permanent
  • Full-time
  • 14 days ago
Job DetailsJob Location: Seattle, WAPosition Type: Full TimeSalary Range: $31.25 - $36.00 HourlyDescriptionThe Administrative Coordinator (AC) plays a vital role in supporting the Philanthropy Team by managing the department’s administrative and database systems. This position is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced environment and enjoys juggling multiple projects. The AC will handle donor data, track pledges, generate revenue reports, manage correspondence, and coordinate donor events. A customer service mindset is essential, as the role involves frequent interaction with donors, board members, residents, and vendors.Key ResponsibilitiesDatabase Management & Gift Processing
  • Maintain and update donor records in Raiser’s Edge.
  • Process gifts, pledges, and matching donations accurately.
  • Generate revenue reports and complex queries to support fundraising goals.
  • Coordinate donor mailings and year-end summaries.
  • Reconcile accounts with Finance and ensure timely data imports.
  • Monitor obituaries and social media to keep donor data current.
  • Track in-kind contributions and maintain data integrity.
Administrative Support
  • Schedule donor and committee meetings; prepare meeting materials.
  • Draft and send personalized thank-you letters within 48 hours of gift receipt.
  • Conduct donor research and manage departmental files.
  • Liaise with Finance and IT departments; manage vendor relationships and invoices.
  • Maintain departmental budget and ensure accurate coding.
  • Oversee the Memorial/Tribute Card Program and send monthly birthday cards to key stakeholders.
Event Management
  • Coordinate logistics for donor events, tours, and luncheons.
  • Manage invitations, seating charts, contracts, and vendor communications.
  • Ensure compliance with continuing education event regulations.
  • Submit and track internal event requests.
QualificationsQualificationsEducation & Experience
  • Bachelor’s degree or equivalent experience.
  • 5–7 years supporting senior-level executives preferred.
  • Experience in communications or fund development is a plus.
Skills & Competencies
  • Highly organized, self-motivated, and deadline-driven.
  • Strong problem-solving and analytical skills.
  • Excellent written and verbal communication.
  • Professional, patient, and friendly demeanor.
  • Ability to manage multiple tasks and prioritize effectively.
  • High ethical standards and discretion with confidential information.
Technical Proficiency
  • Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint, SharePoint, OneDrive).
  • Experience with Raiser’s Edge or similar fund development databases.
  • Familiarity with Stripe, Zoom, Microsoft Teams, and basic website tools (WordPress a plus).
Why Join Us?At Kline Galland, you’ll be part of a mission-driven team that values compassion, integrity, and excellence. This role offers the opportunity to make a meaningful impact in the lives of our residents and donors while growing professionally in a supportive environment.

Kline Galland