Nashville, Tennessee
Miami, Florida
Miami, Florida
Irving, Texas
Posted: 30-Jan-26
Location: Phoenix, Arizona
Type: Full Time
Categories:
Internal Number: 995552
Position Summary
Coordinator III - (Donor Relations)
Position Summary
The Coordinator III, reporting to the Director of Donor Relations, is responsible for high level administrative, operational, and program support for the Director of Donor Relations and Donor Relations team. This role manages complex administrative processes (budget, invoicing, calendars, P Cards, mileage) and independently owns critical donor facing stewardship programs including birthday cards, first time donor cards, CallFire workflows, and vendor coordination with Postalgia. The Coordinator III also supports volunteer engagement activities, supply ordering, and event related administrative tasks. This role requires strong attention to detail, judgment, and the ability to operate proactively in a fast paced environment.
Core Responsibilities
Administrative Support for Director of Donor Relations
•Manage the Director’s calendar, scheduling, and meeting coordination.
•Process and track budgets, invoices, purchasing, P Card transactions, and mileage reports.
•Maintain organized digital and physical files, templates, and reference materials.
Donor Stewardship Operations
•Manage the full birthday card and first time donor card process, including list pulls, printing, assembly, quality control, and mailing schedules.
•Serve as primary liaison to Postalgia for custom print, mailings, and fulfillment needs.
•Oversee CallFire thank you call processes, including weekly list management, uploads, scheduling, and reporting.
Volunteer Engagement & Program Support
•Order, track, and maintain supplies for volunteer activities and donor engagement initiatives.
•Coordinate with team members to ensure materials are prepped, organized, and ready for volunteer events.
Event Administrative Support
•Assist with event logistics such as supply ordering, packing, print and signage requests, RSVP tracking, vendor coordination, and inventory management.
•Support preparation of event materials, follow up communications, and data clean up needs.
Skills & Qualifications
•Minimum of 5 years of advanced administrative, project coordination, stewardship, or related experience.
•Strong budgeting, invoicing, and P Card management skills.
•Ability to manage multiple time sensitive processes with accuracy.
•Excellent written and verbal communication skills.
•Strong customer service orientation.
•Proficiency with Microsoft Office, Teams, SharePoint; experience with external vendors and fulfillment partners a plus.
•Experience working with donor databases, call systems, or card production vendors preferred.
Key Attributes
•Highly organized and detail oriented.
•Proactive problem solver with strong initiative.
•Comfortable managing both independent responsibilities and highly collaborative work.
•Able to build positive relationships with internal partners, volunteers, donors, and vendors.
The Coordinator III’s primary responsibility is to assist with managing relationships, partnerships, programs, events and campaigns that result in growing annual revenue for the Foundation. The Coordinator III collaborates with colleagues throughout the Foundation and/or hospital to help deliver first-class programs, events, recognition, and service to internal and external donors. The Coordinator III will take a lead role on project/program execution.
Education
- Bachelor’s degree or equivalent years of experience (Required)
Experience
- Minimum of 5 years of related experience. (Required)
- Prior retail or customer service experience. (Required)
- Project management, community relations and/or budgeting experience. (Required)
- Experience working with executive staff and high profile stakeholders. (Required)
- 3-5 years of advanced administrative experience. (Preferred)
Special Skills
- High level of maturity and personal integrity; enthusiasm, energy and a positive attitude combined with a passion for building relationships. (Required)
- Goal oriented, resourceful, flexible and good humored. (Required)
- Strong computer skills, including proficiency with Microsoft Office software and CRM database. (Required)
- Ability to multi-task with keen attention to detail. (Required)
- Ability to maintain a flexible schedule to accommodate occasional night and weekend activities. (Required)