Donor Relations Assistant - Full Time Temporary

VMRC strives to live and work as a community. Our mission is to create a welcoming and inclusive environment that reflects the diversity of Harrisonburg/Rockingham County in race, ethnicity, and cultural demographics.

We are committed to maintaining a culture that embraces and values the views and opinions of all people, regardless of their race, color, ethnicity, or gender. Our commitment to achieving this goal will help to bring our mission and values to life.

The Donor Relations Assistant position is a "Full-time Temporary Position" (November 1, 2025 - March 31, 2025)

Hours: 8:00 AM - 4:30 PM, Monday - Friday, with occasional Saturday (or) after-hours events.

This position will provide critical support to VMRC’s foundation fundraising and stewardship efforts. The role is responsible for maintaining accurate donor records, managing gift processing, coordinating donor acknowledgments, assisting with annual giving campaigns and appeals, supporting sponsorship development, and coordinating donor-focused events. This position collaborates closely with the Chief Philanthropy Officer (CPO), the Foundation team, external partners (including consultants, designers, and print shops), and VMRC stakeholders to ensure seamless fundraising operations and exceptional donor experiences. The Donor Relations Assistant also contributes to communications efforts and provides accurate and timely donor stewardship.

• A bachelor’s degree is required, with prior experience in administrative support, fundraising, or nonprofit work preferred. Experience with Donor Perfect or a comparable donor database is highly desirable.
• The candidate must demonstrate proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, as well as the ability to quickly learn donor database systems and email marketing platforms, such as Constant Contact.
• Strong general computer skills and comfort with digital tools are essential.
• Excellent verbal and written communication skills are required, with the ability to engage effectively with leadership, Foundation team members, staff, board members, residents, volunteers, donors, and community partners.
• The candidate must possess strong organizational skills, with the ability to manage multiple tasks and deadlines with attention to detail.
• Must be self-motivated, flexible, and able to accommodate changing priorities while maintaining accuracy and confidentiality.
• The ability to work independently as well as collaboratively within a team-based environment is essential.
• A high level of professionalism and a commitment to maintaining the confidentiality of donor and resident information are required, along with the ability to foster positive and respectful relationships with a wide range of stakeholders.

Essential Functions

Fundraising Systems/Administrative

1.) Maintain the accuracy and integrity of the donor database (Donor Perfect), including timely updates of resident and donor information.

2.) Process and record gifts and pledges in accordance with Foundation policies and procedures.

3.) Prepare and submit weekly gift deposits (bi-weekly from November through February).

4.) Coordinate communications to new donors and Transitional Care patients, ensuring timely and appropriate outreach that fosters strong initial connections with the Foundation.

5.) Manage the preparation and mailing of year-end tax letters to donors by January 15th.

6.) Support the production of fundraising and donor stewardship materials, including the annual impact report, Great Community Give materials, year-end appeals, and spring appeals, in collaboration with the Foundation’s fundraising consultant, designer, and print shop.

7.) Assist with preparation of the monthly e-newsletter via Constant Contact and submit content for the Junction newsletter.

8.) Format and submit name recognition content for the Celebration of Lights program.

9.) Oversee the starlight display during the Celebration of Lights Campaign.

10.) Manage and process invoice payments and check submissions for Foundation expenses.

11.) Prepare, record, and distribute minutes and relevant materials for Foundation Board meetings and other meetings as requested by the Chief Philanthropy Officer (CPO).

12.) Provide scheduling support to the Chief Philanthropy Officer (CPO) and general administrative support to the Foundation team.

Events Coordination and Sponsorships

1.) Assist in the planning, development, and execution of Foundation donor and stewardship events, including but not limited to:

a. Christmas Chocolates

b. Celebration of Lights Public Program

c. Winter Warm Up

d. Showalter Recognition Brunch

2.) Collaborate with the Foundation team to develop and implement sponsorship strategies for Foundation events.

3.) Support sponsor stewardship through timely recognition and fulfillment of sponsorship benefits