Philanthropy Engagement Coordinator

The Philanthropy Engagement Coordinator cultivates and retains volunteers and donors, through promoting the mission of Children First through fundraising and cultivation events. This position is responsible for promoting the community image of Children First with businesses, ambassador groups, volunteer groups, vendors, and community organizations. This involves coordinating   special event fundraising, marketing outreach, event data entry and recording as a vital member of the Philanthropy team.

1. Coordinate Children First Special Event Fundraising

• Solicit and confirm event sponsorships, underwriting, and donations.
• In coordination with the VP of Philanthropy and Director of Philanthropy, establish event co-chairs and committees.
• Plan and conduct committee meetings with the Director of Philanthropy.
• Determine and coordinate event dates, location, menu, rentals, other logistics, and contracts.
• Work alongside the Director of Philanthropy and Director of Communications & Marketing to set event agendas, secure key-note speakers, and entertainment.
• Work with Volunteer Coordinator to solicit volunteers to help with events.
• Coordinate on-site logistics with facilities staff, philanthropy team, and volunteers. 
• Coordinate publicizing events with the Director of Communications & Marketing.
• Evaluate special events two times per year to ensure the desired return on investment is achieved.
• Work with the Director of Communications & Marketing in creating fundraising marketing collateral such as brochures, case for support, pledge, and information cards, etc.
• Negotiate and coordinate services with printers, designers, etc. for publication of marketing materials and event collateral in partnership with the Director of Communications & Marketing.
• Coordinate with any independent contractors needed to support events.
• Work with the Director of Philanthropy to maintain event budgets.
• Provide information to leadership for event budget planning/tracking/feedback.
• Maintain event dashboard and communicate outcomes to team on a weekly basis.
• Support event preparation and execution (including nights/weekends).

2. Assist Children First Marketing Relationships

• In coordination with the VP of Philanthropy and Director of Philanthropy, identify, develop, implement, and coordinate the      organization’s advertising strategy from the business, sales, and technical perspectives. 
• Develop budget and projections for advertising with the Director of Communications & Marketing. Initiate and coordinate discussion and sales with sponsors and agencies. 
• Negotiate agreements with outside sales representatives in partnership with the Director of Communications & Marketing.

3. Database Responsibilities

• Support RSVP tracking for major and special events as needed – keep up to date accurate records. Track sponsorships, underwriting, in-kind donations, and RSVPs.
• Responsible for data quality in regards to events. 
• In partnership with the Philanthropy Database Specialist: Capture reporting needs from staff and create deliverables for analysis, reporting, and decision making.
• Assist with the Board of Directors PowerPoint by including event information.
• Event data entry reporting. 
• Ensure event data files uploaded to Raiser’s edge are accurate.

4. Managing, Cultivating, and Stewarding Donor Relationships

• Provide support as needed for internal Children First focused events including the Galaxy Awards, Staff Celebrations, and Staff Appreciation. 
• Plan/coordinate all cultivation events in partnership with the Director of Philanthropy.
• Work with Philanthropy team to identify, cultivate and solicit individuals, foundations, corporations, and other organizational sources.
• Coordinate logistics and design of donor recognition and cultivation activities.
• Work with the Director of Philanthropy to coordinate event dates, location, menu, rentals, and other logistics for donor-related events.
• Coordinate on-site logistics with facilities staff; assist with event set-up and clean up, as necessary.
• Assist with committee meetings (materials, food, setup, décor).
• Support donor cultivation through tours, thank you notes, impact reports, and stewardship activities.
• Area responsibility for “moves management” process for individual donors and event attendees.

5. Fundraising Support

• Collaborates with the Database position in gift acknowledgement of donors as part of the stewardship and tax process. These functions include but are not limited to: response to donor inquiries, donor information entry, printing of and mailing tax acknowledgement letters, maintenance of constituent records, compiling reports and mailing lists.
• Ensure that the privacy and confidentiality of funder/donor record access of all types is secured and restricted to relevant personnel.
• Maintains professional, respectful, and pleasant tone in communications with all colleagues, funders/donors, and volunteers.

6. Holiday Cultivation and Distribution

• Cultivate donors, businesses, and individual donations to ensure all children receive holiday support.
• Shop, package, pick-up, and deliver holiday items as needed.
• Attend local holiday engagements (that may involve speaking) to receive donations.
• Other event duties as assigned.

7. Other duties as assigned. 

Education / Equivalent Experience

• BA/BS degree in Non-profit management, Hospitality Management, Project Management, Communications, Marketing or related degree preferred.
• Experience in a non-profit organization(s) is preferred. 

Knowledge/Skills & Abilities

• ­Principles and practices of donor-based research and fundraising.
• ­Community resources available and where to find them.
• ­Proficiency in   Microsoft Office Suite – Word, Excel. 
• ­Analytical approach, strong attention to quality, detail & accuracy.
• ­Quick, adaptive learner, and comfortable working in a fast-paced environment.
• ­Communicate socially, orally, and in writing, with all levels of audiences- small groups/individuals.
• ­Write persuasive thank you letters and proposals.
• ­Plan and coordinate multiple complex projects and details to deadline at the same time.
• ­Think creatively to solve problems and make decisions.
• ­Build and maintain strong relationships with staff, volunteers and current/prospective donors.
• ­Work independently, yet cooperatively, informatively and accountably.
• ­Manage time, stress and constantly changing situations.
• ­Collect/analyze data and make concise, accurate reports and recommendations.
• Demonstrate perseverance, optimism, and a positive attitude when working with benefactors and colleagues.

Physical/Mental Demands

• Use manual dexterity, reach with hands and arms, stretch, type, and talk or hear.
• ­Respond both physically and mentally to emergency or crisis situations.
• ­Be able to lift items as heavy as 50 pounds.
• ­Walking for long stretches for events and tours.

Environmental Conditions

• Lift and or move up to 50lbs.
• ­Experience variability in temperature, environment and noise.
• ­Experience smells associated with children who are ill.
• ­This position requires the ability to withstand strain and stress to meet deadlines and other pressures. It also requires the ability to  lift and carry boxes of materials for meetings and events on occasion. 
• ­Use of personal car on official business travel may be required. Valid Florida driver’s license and proof of insurance are required. 
• ­Some work on evenings and weekends will be required as needed for events.