POSITION: Operations Coordinator
REPORTS TO: Executive Director

Do you get a satisfaction from a clean spreadsheet, a well-organized database, or discovering a feature that makes everyone’s job easier? You might be exactly who we’re looking for.

The Hastings Community Foundation is seeking an Operations Coordinator who enjoys learning systems, exploring technology, and helping an organization work smarter. This position is perfect for someone who loves digging into databases, researching how they can be used more effectively, and maximizing them as an important office resource.

You don’t need to come in as a database expert — but you should be curious, detail-oriented, and excited to learn. We’re looking for someone who enjoys figuring things out, improving processes, and helping turn information into meaningful reports and insights.

In this role, you’ll help manage and utilize our database system, support day-to-day operations, generate financial and organizational reports, and help ensure our team has the tools and information needed to serve our community well.

If you’re the kind of person who thinks, “I bet there’s a better way to do this,” and then actually enjoys finding it — we’d love to meet you.

COMMITMENT TO MISSION:
This job carries with it the obligation to uphold the Mission Statement of the Hastings Community Foundation in carrying out the duties of the organization. A commitment to confidentiality, respect and accountability to donors and the board of directors is essential.

JOB SUMMARY:
The Hastings Community Foundation is experiencing strong momentum as we grow our impact, deepen donor engagement, and support an expanding network of nonprofit partners across the community. The Operations Coordinator plays a vital role in sustaining and accelerating that progress.

This position is responsible for the day-to-day management of financial transactions and the integrity of the Foundation’s database—ensuring that gifts are processed accurately, records are well maintained, and information is readily available to support decision-making and reporting. By maximizing database functionality, this role enables the Foundation to operate efficiently, respond to opportunities, and deliver a high level of service to donors and nonprofits alike.

ESSENTIAL JOB FUNCTIONS:

  • Exhibit professional customer service skills at all times.

  • Professional office management and general administrative duties.

  • Ensure accurate and timely processing of financial transactions.

  • Assist, as needed, with special meetings, events and projects.

  • Exercise independent discretion and judgment based on project function. Set priorities, define tasks, schedule and coordinate activities and functions, develop procedures and complete assignments, interpret policies, and maintain cooperative relationships with those contacted in the course of work assignments.

  • Contribute as a productive member of the professional staff furthering the team environment through active collaboration and problem-solving.

  • Demonstrate commitment to the mission and vision of the Foundation.

  • Professional communication with the board, program partners and community at-large.

  • Adherence to Foundation policies and procedures assuring donor confidentiality, as well as the confidentiality of the projects undertaken by the Foundation.

DUTIES AND RESPONSIBILITITES:

  • Serve as the primary administrator of the donor management system, maintaining data integrity, consistency, and organization across all records.

  • Serve as the first point of contact for visitors, phone calls, and general inquiries, providing a professional and positive experience.

  • Assist in developing and improving database processes, reporting tools, and system efficiencies.

  • Keep all donor and fund files current with relevant documentation.

  • Enter all financial transactions in our donor/financial program (Foundant Community Suite), prepare and make deposits.

  • Process grant distributions in accordance to fund agreements and foundation policy.

  • Ensure proper accounting of financial transactions, accounts payable, etc. in accordance with foundation policy.

  • Create and distribute accurate and timely quarterly reports to fund holders.

  • Send gift acknowledgement letters, update and maintain mailing lists, keep donor giving history current, etc.

  • Generate reports and queries to support staff, donor services, and leadership decision-making.

  • Assist Executive Director and CPA partners in applying fund allocations and preparing documents and reports necessary for the creation of financial statements, audits, and other financial services.

  • Process both incoming and outgoing mail.

  • Monitor office supplies and order, as needed.

  • Assist in carrying out special projects, which may include, special mailings, phone calls, events, special reports, etc.

  • Maintain a positive, professional and courteous relationship with fund holders, community nonprofit organizations, board members, callers, office guests and all other stakeholders.

  • Other duties as assigned.

QUALIFICATIONS, EDUCATION AND EXPERIENCE:

  • Bachelor’s degree preferred, though candidates with an associate degree and relevant experience are encouraged to apply.

  • Fund accounting experience preferred.

  • Advanced knowledge of Foundant Community Suite software, or willingness to learn.

  • Strong oral, written, and interpersonal skills.

  • Standard office administration procedures and business office management techniques; English grammar, punctuation, spelling, and proofreading; ability to operate standard office equipment; principles of Internet research; and effective telephone techniques.

  • Excellent organizational skills, ability to plan workflows, handle multiple tasks simultaneously, manage details, problem solve, and meet deadlines.

  • High degree of personal and professional integrity in team office environment.

  • Strong computer literacy including MS Office (Word, Excel), G-Suite (G-mail, Google Drive, Google Docs), and database management.

  • Excellent communication skills, so as to be diplomatic and credible with individuals, groups and community members.

  • Ability to work non-traditional or flexible hours, when needed, to support organizational events (Give Hastings Day, meetings/gatherings, etc.).

  • A passionate commitment to the philanthropic sector and to the betterment of the community served by the Foundation.

COMPENSATION:
We have a competitive nonprofit salary based on experience and skill set.

Job satisfaction is about more than money. We can also commit that you’ll be part of something exciting. In 2025, we facilitated the distribution of more than $3 million to non-profit organizations through grants, scholarships, and Give Hastings Day. In addition, we strengthened community partnerships, donated staff time/resources, grew our financial assets, advanced our operations, and did what we could to make Hastings and Adams County a great place to live and work. You will leave the office each day feeling awfully proud about the work you’re doing.

APPLICATION INSTRUCTIONS:
Interested candidates should send resume, cover letter and three professional references to dan@hastings.foundation. Review of applications will begin in mid-June.