Employment Opportunities

Administrative Coordinator

Title:                                        Administrative Coordinator

Reports to:                             Director, Marketing and Fund Development

Status:                                    Full Time Non-Exempt

Hours:                                     Monday – Friday with occasional nights and weekends required


Organization Overview

Located on the campus of Kaiser Permanente Santa Clara Medical Center, JW House provides a warm, comfortable “home away from home” for caregivers and families facing medical crises. Families and individuals from all area hospitals are welcomed into the JW House family for rest and self-care during the day or overnight while their loved one is in the hospital. Visit us at jwhouse.org.

A full time position, the Administrative Coordinator is responsible for the management and coordination of the organizations donor database (Exceed), donor acknowledgements, fundraising report generation, and to provide general administrative support to office executives and directors.  A candidate considered for the position will be very detail oriented, with strong project management ability and a team player. This position offers the opportunity to mentor under seasoned nonprofit professionals.

Database Management

  • Responsible for Exceed database data entry and management, developing strategic protocol for data management and donor information.
  • Receiving and entering all pledges, donations, and pledge payments, and uploading necessary documentation to donor records
  • Assist with preparation of donor and mail lists for board meetings, the annual report, events, and reports to donors as needed
  • Weekly posting of gifts, pledges, and pledge payments to Finance team
  • Responsible for developing, with the assistance of the Director of Development, monthly development reports
  • Daily report acquisition from on-line donation portal for constituent records merge


  • Assist with scheduling stewardship and cultivation meetings
  • Assist with creating agendas for Board and Board Committee meetings
  • Assist with administrative duties for department-led events
  • Track and compose meeting minutes
  • Assist with general office work, calendaring, ordering office supplies and ensuring smooth administrative operations for the office


  • Supports the Operations Director and Family Services Manager with small tasks and projects as needed

Fundraising and Development

  • Supports fundraising activities (including, but not limited to the annual fund drive, major gifts process, events-based fundraising, grants, and corporate sponsorship.) and community outreach (including, but not limited to Kaiser Permanente Farmers’ Market, community groups, schools, churches, and corporations)
  • Assists with the implementation of social media, media relations, newsletters, website, and other marketing and event materials

Skills and Attributes

  • Excellent verbal and written communication skills and the ability to represent JW House and maintain good relations with donors, grantors, staff and volunteers
  • Creativity, enthusiasm, and dedication to the JW House mission
  • College degree or equivalent work experience
  • Highly organized and able to multi-task
  • Working knowledge of Microsoft Office Suite, especially Word and Excel
    Database experience desirable and knowledge of Exceed! a plus

Application Process:

Please submit cover letter and resume to Nayna@jwhouse.org


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