Development and Volunteer Coordinator

GENERAL FUNCTION: Performs a variety of skilled administrative and clerical duties directly related to fundraising activities. These include tracking donations, gift acknowledgement, maintaining donor databases, overseeing in-kind donations, preparing and distributing mailings, and supporting special events. Develops effective working relationships with donors, volunteers, and Program Managers. Solicits in-kind donations to support the program needs and auctions. Provides administrative support to the various positions in the department. Recruits, orients, trains, and manages all special event and administrative volunteers.

QUALIFICATIONS: Minimum of two years in a Development setting with varied responsibilities. Advanced computer skills including experience with MS Office Suite. Experience with Donor Perfect (online) and Greater Giving event software a plus. Experience recruiting, interviewing and hiring. Well-organized, strong telephone and interpersonal communication skills, detail and big picture oriented. Proactive with problem solving abilities. Strong writing, grammar and editing ability. Flexible and able to respond to multiple demands. Fundraising experience or education preferred. Must have auditory, visual, and physical skills to be able to perform tasks as outlined in this job description. Must be able to lift 50 pounds. Must possess reliable personal transportation and be approved by agency insurance carrier. Must be flexible regarding work schedule.

MAJOR TASKS:

Development Tasks

1. Enters all monetary and in-kind donations into donor database (Donor Perfect) and produces journal entries for Accounting Department.

2. Prepares timely donor acknowledgments, including thank you letters and tax letters.

3. Front line support for all donor inquiries including in-kind donations.

4. Coordinates in-kind donation deliveries, pickups and storage.

5. Ensures donations are moved to storage by the end of the same business day they arrive.

6. Maintains accurate donor records and stays apprised of database updates and features.

7. Communicates with Programs about needs and updates in-kind Wish Lists.

8. Reconciles monthly in-kind and monetary reports from donor database with Accounting.

9. Administrative support to the various positions in the department.

10. Lead contact for Cakes for Kids – orders cakes for Residential Services.

11. Coordinates Feeding San Diego pickups and relationship; submit receipts and surveys.

12. Researches and solicits in-kind and event donations from groups/companies/individuals.

13. Generates donor lists for inclusion in newsletter and other printed materials under the direction of the Director of Donor Relations.

14. Prepares and edit mailing lists for PR & Marketing Specialist.

15. Prepares materials for and participates in Development and Administration Meetings, and other meetings as assigned.

16. Manages the Development Calendar to meet department deadlines.

17. Coordinates the Holiday Donation Drive with the Special Events Coordinator including, but not limited to: working with programs to get client wish lists, assigning to donors, and running the donation center.

18. Solicits for program needs during the holidays including, but not limited to: Halloween, Thanksgiving, Valentine’s Day, Spring, Summer, Fourth of July, and Back to School.

19. Runs in-kind donation drives for items the programs need throughout the year

20. Coordinates excess donations and maintains storage with assistance from volunteers.

21. Coordinates special donor recognition items, including brick engraving.

22. Support staff for all Casa’s special events. Helps with set-up, clean up, etc. during the special events under the direction of the Special Events Coordinator.

23. Provides backup for Reception including mail and phone coverage.

Volunteer Tasks

24. Recruit, interview, orient, train and manage all volunteers and interns, including Administration, Development, Special Event volunteerws

25. Act as liaison with universities and community groups to recruit volunteers.

26. Maintain screening and orientation process for all potential volunteers including interviews, testing, licensing, and scheduling.

27. Complete and maintain all paperwork for volunteer personnel files in compliance with licensing requirements, verification of hours and school evaluations in conjunction with HR.

28. Meet with all Program Managers (including Admin & Development) to asses evolving program needs and recruit for volunteers.

29. Maintains a current roster of all volunteers and manages Volgistics database.

30. Track all of the organization’s volunteer hours

31. Update Constant Contact and Volgistics with new volunteers regularly.

32. Solicit/Work with outside organizations/groups to hold events that benefit Casa de Amparo.

Special Events:

1. Leads registration and check out for all events, including supervising volunteers, overseeing transactions, Greater Giving data entry, and providing donors with a positive experience.

2. Leads volunteer management for all events in conjunction with Special Event Coordinator.

3. Runs post-event thank you letters for all guests.

4. Works with Special Events Coordinator to update solicitation materials, research and solicit in-kind donations for auctions.

5. Provides support by preparing agendas and meeting materials.

6. Tracks RSVP’s for events in collaboration with the Special Events Coordinator.

7. Provides set-up and clean-up during all special events.

8. Assists with internal and outside event activities as assigned.

9. Creates bid sheets and prepares day-of print material in coordination with Special Event Coordinator.

10. Enters auction items, sales, and guest names and information into Greater Giving in collaboration with the Special Events Coordinator.

EFFECT ON END RESULT: The Development and Volunteer Coordinator assures the accurate, timely and organized completion of correspondence and records. Ensures administrative and clerical duties are performed professionally and in support of the agency’s fundraising activities. Ensures that a healthy volunteer program is mainted to the benefit of the organization.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Development: 2 years (Preferred)

Work Location: One location