External Relations Coordinator

VOA Mid-States•Louisville, KY

7d•Onsite

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 teams to advance philanthropic, marketing, and community outreach goals. It coordinates day-to-day social media, donor relations and outreach, Raiser’s Edge, board and committee support, department meetings, and events. The coordinator anticipates needs, develops practical systems, follows through on details, and takes initiative to resolve routine issues. The ideal candidate is organized, self-starting, able to turn broad direction into clear plans, manage competing deadlines, and communicate progress. The position coordinates fund development activities, events, donor stewardship, communications, and tours; provides administrative support to department leaders and board-related work; and supports marketing and social media across VOA Mid-States’ locations in Kentucky, West Virginia, Tennessee, and Southern Indiana. It also serves as a liaison between External Relations and the Office of the President and leads the organization’s bimonthly Dial and Dialogue call.

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 track record in customer service.
Ability to plan, organize, and manage resources to achieve goals within set timeframes.
Ability to work collaboratively with a diverse range of internal and external stakeholders.
High-level proficiency in Microsoft Office.
Strong organization, initiative, ability to manage competing deadlines, and ability to communicate progress.

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 fund development events.
Represent Volunteers of America at donor events as needed.
Assist with implementing 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 the meeting, 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.
Coordinate agendas for quarterly External Relations meetings and other outings as needed.
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 outcomes reporting for the External Relations department.
Coordinate logistics, agendas, and collaboration with program leaders for donor stewardship activities, donor tours, and events; ensure facilities are tour-ready.
Coordinate donor acknowledgements and other donor communications.
Coordinate event 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, material preparation, guest support, and teardown.
Coordinate donor and program tours with service-line leaders and ensure 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; serve as the organization’s social media resource.
Create graphics, short-form videos, content, and schedules for VOA social media channels, and work with the Associate Director of Communications and Marketing to increase engagement and reach.
Act 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, and priorities in collaboration with the Executive Coordinator, including relevant departmental action items.
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

Health and wellness program
Employee Assistance Plans (EAP)
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 Corp and Public Service Loan Forgiveness
Company-paid benefits and paid time off effective day one
Training and development programs, including VOA LEAD, VOA University, and VOA Academy