Reports To: Associate Director, Grants & Development Systems

Supervises: None

FTE Status: 1FTE, Exempt

Salary Range: $56,700 – $71,600

Posting Date: December 11, 2024

Closing Date: December 31, 2024

We are looking for a detail-oriented and organized Development Coordinator to support our Development Team in securing and stewarding funding for the organization. This role involves coordinating grant reporting, tracking funder payments, sending acknowledgment letters, maintaining team resources, and providing ongoing Salesforce CRM support. The ideal candidate will work closely with the Development and Program Teams to ensure efficient processes and accurate reporting in a global non-profit organization. 

Organizational Overview

Health Care Without Harm seeks to transform health care worldwide so that it reduces its environmental footprint and becomes a community anchor for sustainability and leader in the global movement for environmental health and justice. We have a unique and dynamic workplace with more than 80 staff members in the U.S. and abroad. We believe health care, as the only sector with healing as its mission, has an opportunity – and obligation – to use its ethical, economic, and political influence to create an ecologically sustainable, equitable, and healthy world. Health Care Without Harm works to achieve its mission in collaboration with Practice Greenhealth, the leading sustainable health care organization, delivering environmental solutions to more than 1,700 hospitals and health systems in the United States and Canada.

Position Description

The Development Coordinator plays a crucial role in supporting the Development team’s efforts to secure and steward funding for the organization. This position will be responsible for coordinating a range of activities related to grant reporting tracking and compliance, tracking funder payments, sending acknowledgment letters, maintaining the Development team’s knowledge base (wiki and shared drives), team inbox, and providing ongoing Salesforce CRM support. The Development Coordinator will work closely with the Associate Director, Grants & Development Systems, to ensure accurate and timely funder reporting and seamless processes for tracking donations, grants, and funding opportunities in a fast-paced, high-volume non-profit environment.

Essential Functions

Grant Reporting: Tracking and Coordination 

• Collaborate closely with the Associate Director, other Development team members, programs teams and finance to ensure a smooth, consistent process for submitting timely and high-quality grant proposals and reports to funders, ensuring compliance with all funder requirements.
• Maintain and track reporting deliverable schedules with accuracy and to ensure compliance with funder requirements.
• Prepare project plans and templates and submit online institutional grant proposals and reports to funder portals.

Development Systems: Quality Control and Maintenance

• Create new accounts, update records, and maintain accurate real-time data in Salesforce and internal drives.
• Create and track grants, donations, funding opportunities, and award openings/closings within Salesforce.
• Run reports to provide insights on fundraising progress, donor trends, and grant activity.
• Assist in creating and later maintaining and updating the Development team’s internal knowledge base/wiki, ensuring all relevant processes, policies, and templates are easily accessible to the team and organization.
• Perform routine audits on existing data – Salesforce and Internal drives – to ensure the quality of record keeping.
• Manage the development team inbox.

Payment Tracking & Acknowledgments

• Track and record incoming funder payments, ensuring they are applied correctly within Salesforce CRM and other data sources.
• Generate and send acknowledgment letters to donors and funders in a timely manner.
• Work with the Finance team to reconcile payments and ensure accurate records are maintained.
• Ensure personalized thank you notes to funders are coordinated and sent by the appropriate internal relationship manager.

Administrative Support & Team Coordination

• Provide administrative support for the Development team, including scheduling internal calls and assisting with special projects (usually data-related) as needed.
• Help prioritize tasks and maintain clear documentation for ongoing projects.
• Provide practical feedback related to developing and implementing team processes.
• Help onboard new team members by ensuring up-to-date resources are available.
• Take meeting notes and support team agenda creation, when appropriate.

Qualifications

• Minimum of 2-3 years of experience in a non-profit development, grant data administration, or similar administrative role.
• Experience working with Salesforce CRM, funder portals or other donor management systems preferred. High proficiency in Google Suite (Docs, Sheets, Drive, etc.). Exposure to working with Slack and Asana is helpful.
• Experience working in a fast-paced non-profit and within some type of virtual organization preferred.
• Bachelor’s degree or equivalent experience in a non-profit setting. Combined experience/education may substitute for minimum education requirement.

Job-Specific Competencies Required:

• Excellent organizational and coordination skills with a deep commitment to accuracy and detail orientation.
• Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.
• Self-disciplined, action-oriented style that can prioritize tasks to meet deadlines. Strong work ethic.
• Sound judgment and discretion in handling and securing confidential information, as well as the ability to conduct oneself in a highly professional manner.
• Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven department. Self-directed to take action and resolve issues.
• Ability to establish and maintain positive working relationships with others, both internally and externally to achieve the organization’s goals.
• Ability to analyze and systematically compile information and to prepare reports and correspondence; comprehend and make inferences from written material; interpret requirements for grant contracts and administration.

What’s In It For You?

• Join an organization where your colleagues share a profound commitment to the mission, and a global network of partners work collaboratively to support it.
• Play a vital role in helping drive growth, influence impact, and further advance our efforts to create a more sustainable health care sector and planet.
• Be part of an inspirational global network.
• Flexible and supportive work environment.

To Apply or Inquire

Health Care Without Harm and Practice Greenhealth are committed to cultivating and sustaining culturally and ethnically diverse organizations and to the principles that promote inclusive practices. We believe systems can only be transformed when a diversity of voices, perspectives, and lived experiences are a part of the movement for change. We are dedicated to building a diverse staff with expertise and interest in addressing systemic racism within our organization and to serve the mission of the organizations in respectful ways. Health Care Without Harm/Practice Greenhealth is an Equal Opportunity Employer.

To apply, upload a cover letter along with your resume via this link. Questions can be addressed to jobs@hcwh.org. Only competitive candidates will be invited to participate further in the recruitment process. Closing date to apply is December 31, 2024. Applications will be reviewed on a rolling basis.