Development and Volunteer Coordinator (Tucson)

Catholic Community Services of Southern Arizona Inc•Tucson, AZ

About The Position

The Development and Volunteer Coordinator supports and enhances Catholic Community Services of Southern Arizona’s fundraising and volunteer engagement efforts. Reporting to the Executive Director of Philanthropy, the role coordinates donor relations, data management, event planning, and corporate-level meetings, while recruiting, onboarding, and stewarding volunteers who contribute to the organization’s mission. Responsibilities include responding to donor inquiries; preparing acknowledgments and stewardship communications; assisting with donor relationships and recognition; preparing donor profiles and reports; and tracking donor interactions and fundraising outcomes. The coordinator supports fundraising and volunteer events, including planning logistics, managing invitations and registrations, coordinating vendors and volunteers, and participating in event setup and breakdown, sometimes in the evening or on weekends. The role maintains confidential donor and volunteer records, processes gifts, coordinates gift reconciliation with Finance, monitors data quality, and generates reports and metrics. It also assists with development communications and marketing materials, coordinating volunteer recruitment and onboarding, placements, records, recognition, and issue resolution. Administrative duties include supporting the Executive Director of Philanthropy and Development Department with calendars, meetings, budgets, purchasing, invoices, and records. The position requires an associate degree in a related field, two years of senior-level administrative support experience, Microsoft Office skills, strong communication and numerical skills, and a record of excellent customer service and teamwork. Candidates must be at least 18, have a valid driver license, proof of insurance, and a 39-month motor vehicle report; obtain and maintain Arizona Level One Fingerprint Clearance Card and FBI National Criminal Records History Report; and pass a pre-employment drug screen. A related bachelor’s degree, additional directly related experience, donor database experience, and English-Spanish bilingual ability are desired.

Requirements

Associate degree in a related field.
Two years of experience in senior-level administrative support.
Proven skills utilizing Microsoft Office Suite.
Strong oral and written communication skills, including clear, concise, organized communication using appropriate style, grammar, and tone.
Strong knowledge of numbers, their operations, and interrelationships.
Proven record of excellent customer service and teamwork.
Must be at least 18 years of age.
Valid driver license, proof of insurance, and a 39-month motor vehicle report.
Ability to obtain and maintain an Arizona Level One Fingerprint Clearance Card and FBI National Criminal Records History Report.
Must pass a pre-employment drug screen, including marijuana regardless of recreational-use laws.
Suitable work experience may be considered as transferable skills in meeting minimum requirements.

Nice To Haves

Bachelor’s degree in a related field.
Additional years of directly related experience.
Experience with donor management databases.
Bilingual in English and Spanish, verbally and in writing.

Responsibilities

Serve as the initial point of contact for donor inquiries and provide timely, professional, courteous communication.
Prepare and distribute donor acknowledgment letters, tax receipts, personalized correspondence, and stewardship communications.
Assist with cultivating, stewarding, and maintaining relationships with current and prospective donors.
Coordinate donor recognition, including stewardship mailings, appreciation activities, and recognition events.
Prepare donor profiles, reports, giving histories, and briefing materials for meetings and donor visits.
Track donor interactions, pledges, and follow-up activities; monitor fundraising performance and prepare reports on development goals and outcomes.
Support the logistics of fundraising, donor cultivation, volunteer appreciation, and other development-related events.
Coordinate event timelines, volunteer coordination, registration, vendor communication, sponsorship logistics, venue, catering, audiovisual needs, materials, invitations, RSVPs, attendee communications, and follow-up.
Support committee-level meetings, donor presentations, and community engagement events; participate in event setup, execution, and breakdown.
Maintain accurate and confidential donor and volunteer records in organizational databases and systems.
Process charitable gifts, including cash, checks, online gifts, matching gifts, pledges, and in-kind donations.
Coordinate gift reconciliation with the Finance Department.
Generate donor call lists, fundraising and analytical reports, and track fundraising and volunteer participation metrics.
Audit data quality and maintain database accuracy, integrity, and development records in accordance with organizational standards.
Assist in developing newsletters, annual reports, direct mail appeals, website updates, email campaigns, social media, brochures, presentations, and donor communications.
Generate mailing lists and prepare accurate presentation materials, sponsorship packets, promotional collateral, and donor proposals in alignment with organizational brand standards and mission.
Coordinate volunteer onboarding, including documentation, background checks, training, and compliance requirements.
Recruit volunteers through outreach, fairs, presentations, events, and community, school, business, and faith-based partnerships.
Collaborate with program managers to facilitate volunteer placements and transitions.
Respond to volunteer questions and concerns and work with program staff to resolve issues.
Develop and implement volunteer recognition and appreciation initiatives and monitor volunteer recruitment, onboarding, retention, and engagement.
Ensure volunteer practices align with agency standards, risk management requirements, and applicable regulations, and foster a welcoming, inclusive, mission-centered volunteer experience.
Provide administrative support to the Executive Director of Philanthropy and Development Department.
Coordinate calendars, meetings, agendas, meeting materials, and follow-up action items.
Assist with departmental budgeting, purchasing, invoice processing, and recordkeeping; maintain organized electronic and physical files.
Perform additional administrative and project coordination duties as assigned.