This role provides comprehensive administrative, operational, and donor-relations support to the Fund Development team, managing office operations and coordinating day-to-day administrative functions. Key duties involve managing donor stewardship, recognition programs, and supporting year-round annual giving initiatives to enhance philanthropic contributions.
Requirements summary
The position requires a minimum of 3–5 years of administrative experience, preferably in nonprofit, healthcare, or fundraising, with an Associate’s degree or equivalent work experience required; a Bachelor’s degree is preferred. Candidates must possess excellent communication, discretion, organizational skills, and proficiency in Microsoft Office, with experience in donor management software being preferred.
At NorthBay Health, the Annual Giving and Stewardship Coordinator provides comprehensive administrative, operational, and donor-relations support to the NorthBay Health Foundation/Fund Development team.
This position coordinates day-to-day office operations and administrative functions, manages donor stewardship and recognition programs, supports the planning and coordination of year-round annual giving programs to enhance and renew philanthropic contributions, and provides administrative support to the Foundation Board.
The position requires excellent communication and diplomacy skills and the willingness to maintain confidentiality due to the nature of the business conducted within the company and division.
PRIMARY JOB DUTIES Administrative Support Handles administrative and clerical responsibilities needed to support the senior leaders and department as requested.
Provide administrative support to the NorthBay Health Foundation Board and committees, including preparing agendas and materials, taking minutes, tracking action items, and maintaining accurate Board rosters and records.
Serve as the first point of contact for the Philanthropy office, greeting visitors, responding to inquiries, and ensuring a welcoming environment.
Manage office operations, supplies, vendor relationships, and general workflow to ensure efficient daily functioning.
Provide administrative assistance for special projects as directed by department leadership.
Responsibilities include scheduling and coordinating special project meetings, creating a timeline, assist in project documentation, submitting requests for proposals (RFPs), and tracking project progress.
Prepare check requests, process invoices and expense reports, and track budget expenditures as necessary.
Annual Giving Work with leaders of Philanthropy and the Marketing and Communications department to develop and implement comprehensive annual giving strategy that includes but is not limited to direct mail, email campaigns, giving societies, grateful patient acquisition and employee giving.
Work with the Mar/Comm team and external vendors to create compelling and donor-centric solicitation pieces that meet NorthBay Health brand standards.
Manage all fundraising direct mail and digital solicitation strategies with support from the Mar/Comm team.
Work closely with the Philanthropy leadership to upgrade donors and identify prospective major gift and planned giving prospects.
Track all actions, campaigns, and donor engagement in the donor database.
Analyze donor giving patterns and campaign performance to refine future strategies.
Plan and implement effective ways to re-engage lapsed donors.
Provide regular and accurate reports on annual giving donor retention, response rates, acquisition and other key performance indicators.
Participate in cross-functional meetings to help ensure that the annual giving program supports the larger goals of the Foundation, such as capital campaigns and major gift initiatives.
Performs other related duties as assigned.
Donor Stewardship Nurtures relationships with donors through gratitude and strategic engagement, ensuring their gifts are properly acknowledged and their impact is communicated.
With oversight from the leader of Philanthropy, creates and implements a schedule of personalized stewardship communications.
Coordinate with Philanthropy leaders and Marketing/Communications to ensure consistent and high-quality donor communications.
Create and send timely and personalized letters, emails, and other correspondence to donors.
Assist in ensuring donor acknowledgement letters and other correspondence are mailed out in a timely manner, while maintaining accuracy and attention to detail.
Maintain accurate rosters of donor giving societies and loyalty programs, and keep the philanthropy database up to date with this information.
Support donor recognition events and other activities, under the guidance of department leaders and in collaboration with the events team.
Order promotional items and stewardship gifts as requested.
Works closely with the department staff to ensure proper follow up with event attendees, prospects and donors.
Maintain and update all donor recognition displays, including the cumulative giving wall and other recognition signage.
Ensure proper and timely recording of donor milestones, acknowledgments, and recognition preferences in the donor database.
Track stewardship deliverables and create annual stewardship calendars and reports.
Other Duties Provide administrative and logistical support for events and special projects as needed.
Assist with the integrity of the database by following all procedures for proper data entry.
Represent the Foundation with professionalism and integrity at all times.
Perform other related duties as assigned.
Interpersonal Skills and Values Demonstrates NorthBay Health’s True North Values
Nurture Care, Own It, Respect Relationships, Build Trust, and Hardwire Excellence. These values guide behavior, accountability, teamwork, and commitment to high-quality patient care. Why NorthBay Health NorthBay Health is an independent, nonprofit health system serving the Napa, Solano, and Yolo County regions. We are expanding access to care across our communities through two acute-care hospitals, including a Level II Trauma Center and a Level III NICU maternity unit, along with a cancer center, urgent care locations, and a growing network of primary and specialty care clinics. We provide advanced services in cardiovascular care, neuroscience, orthopedics, surgery, and outpatient specialties. NorthBay Health is nationally recognized for quality care, including Magnet with Distinction designation for nursing and multiple U.S. News and World Report high performing recognitions. We are committed to being the trusted healthcare partner of choice and offer an environment where employees can grow, contribute meaningfully, and support the health of our communities. NorthBay Health Benefits Options NorthBay Health offers a comprehensive benefits package based on established eligibility requirements. Benefits may include medical, dental, and vision insurance, life, disability, and long-term care coverage, paid time off including vacation, sick leave, holidays, and bereavement, a 403(b) retirement plan with employer match, education reimbursement for eligible roles, professional development and training programs, Employee Assistance Program, wellness programs, recognition programs, shift differentials, and market-based compensation review and increases subject to approval and organizational performance. Compensation Structure NorthBay Health uses a structured compensation framework. Staff-level positions use a step-based system (Steps 1–5) based on years of directly related experience, with Step 5 representing 20 or more years of experience in the role. Manager level and above positions are paid a fixed annual base salary and are eligible for a variable incentive compensation plan. Physician compensation is structured based on specialty and role requirements. Remote Work Disclosure NorthBay Health is primarily an onsite organization due to the nature of healthcare. Some roles may allow hybrid or remote work based on business needs. Remote work is not supported in Washington, Ohio, Wyoming, North Dakota, Puerto Rico, the U.S. Virgin Islands, or outside of the United States. Notice to Recruitment Agencies NorthBay Health utilizes a managed service provider (MSP) for agency partnerships and is not currently engaging external recruiting firms outside of established agreements. We do not accept unsolicited resumes or third-party candidate submissions. Please do not contact NorthBay Health employees, leaders, physicians, or hiring managers regarding recruitment or job postings. More Information Visit NorthBay Health Careers for recruitment FAQs and additional information.
