The Special Events and Volunteer Coordinator is responsible for developing and implementing engagement and fundraising strategies that strengthen and expand relationships with current and prospective donors through internal and external events. This role also provides comprehensive administrative support to the Development Department, with a focus on office administration, fundraising support, event logistics, in-kind donation solicitation, community outreach, and event management.
The coordinator will recruit and manage volunteers, cultivate relationships with community businesses and stakeholders, maintain donated ticket records and distribution, and track the inventory of in-kind contributions to the agency. This individual will represent Orchards Children’s Services and work closely with the Director of Development to develop and implement initiatives that increase the organization’s visibility throughout the communities served by its four offices.
Qualifications
Strong communication, multitasking, critical thinking, and organizational skills are essential for this position. The ideal candidate will be detail-oriented and able to work effectively both independently and collaboratively. The candidate must also be willing, when necessary, to work outside of core business hours to support events and meetings, including occasional evenings and weekends.
1. Bachelor’s degree required. A minimum of two years of nonprofit donor relations experience is preferred. Advanced study and/or a philanthropy-related certification is highly valued.
2. Demonstrated experience coordinating volunteers and/or managing community engagement initiatives.
3. Excellent written and verbal communication skills, with the ability to engage effectively with a diverse range of audiences, including board members, volunteers, staff, donors, executives, potential funding partners, and other stakeholders.
4. Experience planning and executing events, including logistics coordination and timeline management.
5. Ability to work independently and collaboratively as part of a team. Must be detail-oriented, organized, focused, and goal-driven, with a high level of initiative, energy, and problem-solving ability.
6. Prior experience with a fundraising CRM database required; Raiser's Edge experience preferred.
7. Prior experience with in-kind inventory management preferred.
8. Exceptional organizational and time management skills, with the ability to prioritize and manage multiple projects simultaneously while meeting deadlines and maintaining quality standards.
9. Ability to build positive relationships with both internal and external constituents while effectively representing Orchards’ mission and understanding the needs of the children and families served.
10. Creativity and analytical ability to strategically integrate events into donor engagement and fundraising efforts.
11. Self-motivated with the ability to work independently and collaboratively, while instilling confidence and trust among staff and external stakeholders.
12. High ethical standards, discretion, and confidentiality in handling donor information.
13. Proficiency with Microsoft Office Suite required.
14. Commitment to providing excellent customer service at all times, while maintaining an understanding of and respect for cultural, ethnic, and individual differences.
Major Responsibilities
1. Manage and coordinate the work of volunteers and maintain an accurate inventory of the year-round Clothing Closet, in-kind donations, and toy donations.
2. Ensure tax acknowledgment letters for individual donors are accurate, complete, and mailed within 72 hours of receipt of gifts, in-kind donations, or tribute contributions.
3. Establish and manage information-tracking processes related to the cultivation of current and past in-kind donors and volunteers to strengthen relationships with Orchards and increase the likelihood of continued contributions and volunteer involvement.
4. Identify donor companies’ corporate social responsibility and/or workplace giving objectives to develop engagement opportunities that align with Orchards’ mission, and collaborate with staff to implement related initiatives.
5. Manage and solicit in-kind donations for the agency, including but not limited to raffle donations for events, holiday and food drive donations, vendor contributions, and seasonal agency needs.
6. Track key performance indicators (KPIs) related to event net revenue, volunteer-to-donor conversion, number of in-kind donations, and volunteer participation.
7. Manage and execute Orchards’ events, including planning, volunteer coordination, staff support, and budget development, monitoring, and tracking.
8. Manage calendar tasks assigned to the Transportation Coordinator to ensure adequate staffing coverage for non-core services within Orchards.
9. Conduct outreach and donor solicitation efforts to encourage large-scale and bulk-value donations, utilizing the Transportation Coordinator to support organizational and programmatic needs.
10. Maintain and update donor and volunteer records within the database. Oversee the recruitment and retention of community and corporate donors and volunteers, including coordination of all required volunteer background clearances.
11. Respond to web, email, and phone inquiries related to donors and volunteers, and provide accurate and timely information as appropriate.
12. Manage ticket records and distribution, and provide monthly in-kind ticket donation reports for the donor database.
13. Distribute event information in a timely manner to foster/adoptive parents, staff, and other stakeholders through flyers, invitations, and save-the-date communications.
14. Perform all other duties as assigned.
Agency Responsibilities
- Professionally represent the Agency with both internal and external constituents.
- Participate in scheduled Agency meetings.
- Participate in ongoing training and professional development opportunities.
- Adhere to Agency policies and procedures.
- Complete all required reports within designated timeframes.
Physical Requirements
Ability to move or transfer objects weighing up to 50 pounds with assistance (e.g., another staff member or cart) and up to 25 pounds without assistance.
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Vision insurance
Work Location: Hybrid remote in Southfield, MI 48075
