Hybrid Program Specialist 3 - Olympic College Foundation Coordinator at Olympic College, WA

About the Department

Program Specialist 3 - Olympic College Foundation Coordinator

Salary: $56,880 - $76,608 annually

Classification: Classified Staff

Department: OC Foundation

Reports to: Executive Director of the Olympic College Foundation

Olympic 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.  

Position Duties

The position supports the full spectrum of operations, governance, donor relations, and communications at the Olympic College Foundation (OCF). Key responsibilities include:

• Manage 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.

• Maintain 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.

• Assist 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.

• Plan 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.

• Prepare 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.

• Serve 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.

• Identify and create standard operating procedures for Foundation operations.

• Assist in the development and organization of policies supporting programs and fundraising.

• Ensure 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.

• Write, edit, and distribute newsletters, reports, and donor materials.

• Manage the editorial calendar and social media accounts.

• Coordinate website updates and content with team members.

Minimum Qualifications

Minimum 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.

• 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.

Other Qualifications

Please 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 website here.