Description
GENERAL FUNCTION: The Development & Volunteer Coordinator performs a variety of skilled administrative and coordination duties in support of fundraising and volunteer activities. Responsibilities include tracking and reconciling donations, preparing timely gift acknowledgements, maintaining accurate donor and volunteer records, coordinating in-kind donations, and supporting special events. Builds and maintains effective working relationships with donors, volunteers, and Program Managers, and development staff. Coordinates the solicitation, receipt, documentation, and distribution of in-kind donations to support program needs and fundraising activities. Provides administrative and logistical support across the Development Department. Recruits, orients, trains, schedules, and oversees all special event and administrative volunteers.
QUALIFICATIONS: Minimum of two years in a nonprofit development or fundraising setting with varied responsibilities. Proficiency in Microsoft Office applications, including Word, Excel, and Outlook. Experience with Donor Perfect (online) CRM and Greater Giving event software preferred. Strong organizational skills with the ability to manage multiple priorities and meet deadlines. Excellent written and verbal communication skills, including strong grammar and attention to detail. Ability to think both tactically, with a pro-active approach to problem-solving. Demonstrated professionalism in donor, volunteer, and staff interactions.
Fundraising experience and/or relevant education preferred. Must have auditory, visual, and physical skills to be able to perform tasks as outlined in this job description, including the ability to lift up to 50 pounds. Must possess reliable personal transportation and meet agency insurance requirements. Flexibility to work occasional evenings or weekends in support of fundraising and volunteer activities.
EFFECT ON END RESULT: The Development & Volunteer Coordinator ensures the accurate, timely, and complete processing of donations, acknowledgements, records, and reports that directly support effective fundraising and donor stewardship. This position supports the smooth coordination of in-kind donations, special events, and donor recognition efforts. Through proactive volunteer recruitment, training, scheduling, and oversight, this role maintains a reliable and well-managed volunteer base that helps strengthen development operations, enhance events, and support program and administration needs across the agency.
This job description is not intended to be all-inclusive. It is understood that the employee may also perform other reasonable, related duties as assigned by the supervisor. Job descriptions are reviewed periodically and may be revised if deemed necessary. This job description is not a written contract.
Requirements
MAJOR TASKS:
Development Tasks
1. Record and maintain accurate donation records in Donor Perfect; generate journal entries for Accounting.
2. Prepare timely donor acknowledgments (thank you and tax letters).
3. Serve as first point of contact for donor and in-kind donation inquiries.
4. Coordinate in-kind donation logistics, including intake, documentation, storage, inventory tracking, and timely distribution, in partnership with the Special Events Coordinator.
5. Maintain donor database and update in-kind item wish lists for programs.
6. Reconcile donor and gift reports with Accounting on a monthly basis.
7. Provide administrative and logistical support to the Development team.
8. Coordinate recurring in-kind partnerships, including Cakes for Kids and Feeding San Diego donations, in partnership with the Special Events Coordinator.
9. Research and solicit in-kind and event donations from individuals and businesses.
10. Generate donor and mailing lists.
11. Attend and support department meetings.
12. Co-lead Holiday Donation Drive in partnership with Special Events Coordinator; solicit seasonal program needs.
13. Coordinate ongoing in-kind donation drives and storage inventory.
14. Coordinate donor recognition items (e.g., named bricks).
15. Support special event logistics, including administrative and volunteer needs.
16. Provide reception backup for CKC Administration.
Volunteer Tasks:
17. Recruit, train, and manage administrative, development, and event volunteers and interns.
18. Liaise with universities and community groups for volunteer outreach.
19. Oversee volunteer screening, documentation, scheduling, compliance, and documentation.
20. Collaborate with Program Managers to assess and meet evolving program volunteer needs.
21. Maintain volunteer database and track volunteer hours.
Special Events:
22. Support event registration, volunteer supervision, and check-out using Greater Giving.
23. Collaborate with Special Events Coordinator on volunteer management and in-kind solicitations for events.
24. Manage event RSVPs, donor communications, and thank-you letters.
25. Assist with setup, cleanup, and preparation of materials for all events.
26. Input and reconcile event data (auction items, guests, sales) into Greater Giving.
