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.

DUTIES AND RESPONSIBILITIES:

1. Serve as the primary administrator of the donor management system, maintaining data integrity, consistency, and organization across all records.
2. Serve as the first point of contact for visitors, phone calls, and general inquiries, providing a professional and positive experience.
3. Assist in developing and improving database processes, reporting tools, and system efficiencies.
4. Keep all donor and fund files current with relevant documentation.
5. Enter all financial transactions in our donor/financial program (Foundant Community Suite), prepare and make deposits.
6. Process grant distributions in accordance to fund agreements and foundation policy.
7. Ensure proper accounting of financial transactions, accounts payable, etc. in accordance with foundation policy.
8. Create and distribute accurate and timely quarterly reports to fund holders.
9. Send gift acknowledgement letters, update and maintain mailing lists, keep donor giving history current, etc.
10. Generate reports and queries to support staff, donor services, and leadership decision-making.
11. 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.
12. Process both incoming and outgoing mail.
13. Monitor office supplies and order, as needed.
14. Assist in carrying out special projects, which may include, special mailings, phone calls, events, special reports, etc.
15. Maintain a positive, professional and courteous relationship with fund holders, community nonprofit organizations, board members, callers, office guests and all other stakeholders.