External Relations Coordinator

VOA Mid-States • Louisville, KY

13h

About The Position

The External Relations Coordinator supports Volunteers of America Mid-States’ mission by managing and supporting projects and deliverables for the organization’s external relations efforts. The role collaborates with Business Development, Fund Development, Communications, and Community Engagement to advance philanthropic, marketing, and community outreach goals.

The coordinator manages day-to-day coordination across social media, donor relations and outreach, Raiser’s Edge, board and committee support, department meetings, and events. The position anticipates needs, develops practical systems, follows through on details, and takes initiative to resolve routine issues. The ideal candidate is organized and self-directed, can translate broad direction into plans, manage competing deadlines, and communicate progress.

The position is based in Louisville, Kentucky, and is full-time, salaried, and exempt. It reports to the Associate Director of Communications and Marketing.

Requirements

• Bachelor’s degree in a related field or at least 2–4 years of experience in an office administrative role; the posting states this as a preference.
• Strong customer service track record.
• Ability to plan, organize, and manage resources to achieve goals within set timeframes.
• Ability to work collaboratively with diverse internal and external stakeholders.
• High-level proficiency in Microsoft Office.

Nice To Haves

• Experience with social media and content creation.
• Familiarity with Canva.
• Experience with the Adobe Suite.

Responsibilities

• Coordinate fund development activities, including program tours and other events, and represent Volunteers of America at donor events as needed.
• Assist with implementation of a multi-year donor communication plan and manage the internal communication plan.
• Conduct research for Business Development as needed.
• Plan and run bimonthly External Relations department meetings, including soliciting agenda items, preparing materials, facilitating meetings, documenting decisions, and tracking follow-up actions.
• Maintain departmental and department directors’ calendars as needed.
• Prepare expense reports and manage Certify for department senior directors and the Vice President.
• Facilitate volunteer background checks and maintain volunteer information in the CRM in collaboration with the Affiliate Chaplain.
• Assist with coordinating agendas for quarterly External Relations meetings and other outings.
• Coordinate departmental and organizational mailings.
• Assist the Director of Strategic Initiatives and Board Relations with Board of Directors meetings and help staff the External Relations Committee.
• Provide rotating front desk coverage and professional service to callers, guests, and internal partners.
• Manage PQI, Rocks, goals, and other External Relations department outcomes reporting.
• Coordinate donor stewardship and outreach, including donor acknowledgements and other communications.
• Coordinate event logistics, including schedules, facilities, invitations, registration, catering, supplies, signage, technology, volunteers, and attendee communications.
• Manage event plans, checklists, timelines, and run-of-show documents; communicate responsibilities and follow up with partners to keep work on schedule.
• Provide hands-on event support, including room setup, materials preparation, guest support, and teardown.
• Coordinate donor and program tours with service-line leaders, ensuring agendas, facilities, materials, and follow-up are ready.
• Assist the Communications Department with developing and implementing marketing materials such as brochures, flyers, and advertisements.
• Lead day-to-day social media coordination across VOA Mid-States locations in Kentucky, West Virginia, Tennessee, and Southern Indiana; build relationships with employees and program teams to identify stories, events, and promotional opportunities.
• Create social media graphics, posts, short-form videos, content, and schedules for VOA channels, and work with the Associate Director of Communications and Marketing to increase engagement and reach.
• Serve as the primary point of contact between External Relations and the Office of the President.
• Keep the External Relations department informed about the President’s initiatives, activities, priorities, and related departmental action items, in collaboration with the Executive Coordinator.
• Lead the bimonthly Dial and Dialogue call by identifying topics across departments and service lines, coordinating presenters, and creating an engaging forum for employees.
• Perform other duties as assigned.

Benefits

• Employee Assistance Plans (EAP)
• Health and Wellness Program
• Medical coverage
• Dental coverage
• Vision coverage
• Flexible Spending Account
• Health Spending Account
• Short Term Disability
• MetLife Legal Plans
• Competitive compensation packages
• Company-paid life insurance
• 403(b) retirement plan with company fund matching
• Employee discounts
• Loan forgiveness options through federal programs, including National Health Corps and Public Service Loan Forgiveness
• Company-paid benefits and paid time off effective day one
• VOA LEAD leadership development program
• VOA University staff development
• VOA Academy clinical training and development

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level