Direct Mail Project Coordinator

VETERANS OF FOREIGN WARS OF THE UNITED STATES•Kansas City, MO

1d•Onsite

About The Position

Manages the day-to-day production and execution of all VFW and Auxiliary member programs, National Veterans Service campaigns, Non-Member Donor and New Donor Acquisition programs, and special fundraising initiatives. Ensure campaigns are executed accurately, on schedule, and in alignment with performance expectations, while maintaining the highest standards of quality, compliance, and donor experience.

Requirements

Bachelor’s degree (English, Marketing, Communications, or related field preferred) or equivalent experience.
1–3+ years of experience in direct mail, fundraising operations, marketing production, or related field.
Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), Adobe Acrobat - Professional; experience with database systems preferred.
Exceptional proofreading, editing, and attention to detail.
Strong organizational and project management skills with the ability to manage multiple high-priority deadlines simultaneously.
Effective communication skills, both written and verbal, with the ability to coordinate across multiple stakeholders.
Ability to analyze processes, identify risks, and implement corrective actions proactively.
Working knowledge of direct response fundraising principles and production processes preferred.

Responsibilities

Manage beginning-to-end production of all direct mail campaigns across multiple audiences, ensuring timely and accurate deployment aligned with revenue goals.
Interpret campaign strategies, projections, and segmentation to ensure execution aligns with expected performance outcomes (response rate, average gift, net revenue).
Maintain full ownership of campaign timelines, proactively identifying risks and resolving issues to prevent delays or revenue disruption.
Proofread and edit all campaign materials (copy, art, data elements) to ensure accuracy, consistency, and alignment with VFW mission and messaging.
Ensure all campaigns meet Joint Cost Analysis (JCA) requirements and other regulatory or compliance standards.
Validate all production components including data files, imaging, personalization, insertion instructions, and caging requirements to ensure flawless execution.
Serve as primary liaison between internal teams and external vendors.
Communicate corrections, updates, and approvals clearly and within strict deadlines to ensure production continuity.
Coordinate internal awareness of campaign launches to prepare for donor inquiries and ensure consistent messaging across departments.
Review and validate data inputs to ensure accuracy of donor records, segmentation, and personalization.
Safeguard the integrity and security of member and donor data across all campaign processes.
Identify and escalate data inconsistencies or processing issues that could impact donor experience or revenue outcomes.
Coordinate backend fulfillment processes, ensuring all premiums and donor acknowledgments are delivered within promised timelines.
Monitor fulfillment inventory and vendor performance to prevent shortages, delays, or donor dissatisfaction.
Ensure donor-facing materials reinforce trust, transparency, and the value of supporting VFW’s mission.
Track and update production schedules, checklists, and campaign documentation to ensure full visibility and accountability.
Provide timely updates to leadership on campaign status, risks, and performance considerations.
Assist in post-campaign analysis preparation by ensuring accurate documentation and execution tracking.
Support the development and implementation of new fundraising concepts and campaign enhancements.
Continuously build knowledge of direct response fundraising trends, donor behavior, and VFW programs to improve campaign effectiveness.
Contribute to process improvements that increase efficiency, reduce errors, and enhance revenue performance.