Donor and Volunteer Engagement Coordinator in Miami, Florida at YWCA South Florida

Job Title: Donor & Volunteer Engagement Coordinator

Status: Full-time, Exempt, with full benefits

Reports To: Sr. Director of Development

Department: Development

Location: Corporate

Rate of Pay:

Summary: The Donor and Volunteer Engagement Coordinator is a dynamic and mission-driven professional responsible for supporting donor relations, volunteer engagement, fundraising operations, and administrative functions within the Development Department. This position plays an integral role in advancing the YWCA’s mission by fostering meaningful relationships with donors, volunteers, community partners, and sponsors while ensuring efficient development operations and exceptional stewardship practices. The ideal candidate is highly organized, collaborative, detail-oriented, and passionate about community impact and nonprofit advancement.

Essential Duties and Responsibilities include, but are not limited to the following:

Donor Relations & Volunteer Engagement

• Processes all monetary and in-kind donations by creating, updating, managing and maintaining individual donor records including history and relevant personal information;
• Creates distinct gift acknowledgement letters and request letters for use
• Prepares timely gift acknowledgement letters;
• Manages and maintains with accuracy Bloomerang CRM and spreadsheet database of donors; generates financial tracking reports, donor stewardship reports, event solicitations, mailing lists and other related purposes,
• · Maintains and accurately processes pledge reminders and payments from donors and sponsors;
• Solicits diligently in-kind donations for YWCA clients, events and silent auctions;
• Manages the Development department’s receipt and distribution of all in-kind donations; including responding to incoming inquiries via telephone, mail, or e-mail, ensuring proper organization of the monetary, in-donations, and tracking distribution of donations to YWCA staff and clients;
• Recruits, trains and supervises volunteers to support YWCA events and help with department efforts
• Creates volunteer recruitment plan, and upon review and approval from Development Director, implements strategies to increase total volunteers;
• · Leads and manages creation of monthly Volunteer Newsletter, with review and approval from Development Director, to maintain consistent communication and engagement with volunteers, including recognition of volunteers and announcement of upcoming volunteer opportunities
• · Identifies new volunteer opportunities throughout organization to maintain volunteer needs on website, flyers, social media and newsletters

Administrative

• · Provides administrative support to the Development Department by performing any necessary duties to execute the strategic plan or initiatives of the department;
• Assists with special event initiatives through successful coordination of logistics, event staff and volunteers, corporate and individual solicitations, tracking of RSVPs, and assistance with strategic planning of events as directed.
• Assists in planning all logistical aspects of special events which include but are not limited to First but not the Last signature event, Court Care Reception, silent auctions, employee campaigns and/or any other events for the purpose of promoting the YWCA, our mission, vision, programs or priorities
• · Provides department coverage by answering Development team calls and emails, as well as maintaining accurate inventory of YWCA branded collateral and general office supplies;
• Recommends inventory needs for events, volunteer engagements, and the Development department; Assists with set-up and take-down activities and general wrap-up.
• · Conducts research on businesses to request donated items and packages to continuously update auction master list and in-kind vendors list.
• · Conducts research on individuals and community donors/sponsors to continuously update prospecting lists;
• · Conducts research on volunteer affinity groups and corporate volunteer groups to continuously update volunteer master list
• · Calls businesses, donors and volunteers to make direct requests, follow up and confirm commitments;
• · Establishes and manages information tracking processes regarding acknowledgement, recognition, on-going communications, grant and donor deliverables, and continued cultivation of past and current donors and members to enhance their relationship with YWCA and increase the likelihood of continued contributions.
• · Maintains and accurately processes financial accounts (receivable and payables) ensuring timely processing of invoices, PO’s, monetary documents, contracts, pledge reminders and payments;
• Manages event revenues (pledges, sponsorships, and registrations) and expenses, coordinate post-event acknowledgements, Bloomerang data management and final reconciliation of events to meet needs of Finance Department.
• · Maintains and prepares hard files to include individual and donor files, solicitations, community resources, development and membership files.
• · Assists Sr. Director in the preparation and submission of all mailings, donor communications, reports and any necessary correspondence;
• · Manage the development of an overall volunteer support program including tracking, training and communicating. This task includes staffing for special projects, campaigns, facility improvement initiatives, as well as any other event implemented to meet the needs of the YWCA, staff and constituents;
• · Performs other related duties as assigned or required to ensure the smooth running and efficiency of the Development Department and YWCA as a whole.

Education/Experience:

BA or BS Degree from an accredited college/university in Business Administration, Marketing, Public Relations, Philanthropic studies, or related field of study and two (2) to four (4) years of related experience preferably in a related non-profit environment or equivalent combination of education (minimum Associate) and relevant experience. Knowledge of event planning, fundraising, and membership programs a plus.

Language Ability:

Ability to read, analyzes, and interprets general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondences, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have a working knowledge of Microsoft Office applications to include Word, Excel, and PowerPoint, as well as experience working with CRM and database management systems; Bloomerang experience preferred. Must be proficient in creating, managing, and developing reports for databases applications.