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.
TITLE: Foundation Administrative Coordinator
SCHEDULE: M-F
HOURS: 8:30am-5pm
Office Location: Sunnyvale
The posted compensation range of $31.64/HR to $39.06/HR is a reasonable estimate that extends from the lowest to the highest pay Pathways Home Health & Hospice in good faith believes it might pay for this particular job, based on the circumstances at the time of posting. Pathways Home Health & Hospice may ultimately pay more or less than the posted range as permitted by law.
POSITION SUMMARY:
The Foundation Administrative Coordinator provides administrative, donor service, and operational support for Pathways Home Health and Hospice Foundation. As the Foundation’s primary day-to-day liaison to CommonSpirit Operations Support Services (OSS), the Coordinator manages gift processing handoffs, acknowledgment and receipting workflows, reporting requests, and issue follow-up. The role maintains accurate donor information, supports the transition to DREAM, and coordinates office, Board, and event support so the Foundation team can focus on fundraising and donor relationships.
AREAS OF RESPONSIBILITY:
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…