Donor Relations and Operations Coordinator

Job Description

The Archdiocesan Development Corporation Office, of the Pastoral Center in Miami Shores, Florida, is hiring for a Donor Relations and Operations Coordinator. S/he is responsible for cultivating and maintaining positive relations between donors and the archdiocese, reinforcing the donor community's perception of the mission of the Catholic Church in Miami. The Donor Relations and Operations Coordinator is also responsible for managing the overall operations of the Development Corporation, including oversight of all administrative and operational functions and research profiles and briefings. This position supports the President of the Development Corporation as well as other members of the Development Corporation by streamlining internal and external communications about and with donors, as well as performing the clerical tasks involved in gift processing. The Donor Relations and Operations Coordinator will perform all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami.

Responsibilities include:
Development Operations:
• Manage the general operations of the Development Corporation, including managing the accounts payable process, office supply inventory and ordering, and IT needs and facilities coordination.
• Maintain organizational calendars, coordinate meetings, and ensure meeting logistics (space, materials, technology) are prepared.
• Prepare and manage all expense reports, reimbursements, and monthly corporate card reconciliation reports for the Development Corporation.
• Provide exemplary customer service to all internal and external constituents who contact the Development Corporation and/or the Catholic Community Foundation by phone, email, fax or in person.
• Resolve conflicts and problems directed to the office from the entities, escalating to President when necessary.
• Design and implement streamlined internal processes for calendaring, messaging, meeting scheduling, follow-up, and debriefing protocols.
• Provide logistical support for fundraising campaigns and special events. Answer phones and greet visitors to the Development Corporation, providing a welcoming and professional environment.
• Collaborate with parishes, schools, programs, and other Archdiocesan offices on cross-functional projects and initiatives.
• Participate in the planning and execution of stewardship and fundraising events, contributing to logistics and communications. Accurately prepare all documents requiring the Cabinet Secretary/President's signature, ensuring clarity, completeness, and timeliness.
• Manage document preparation, filing systems, and general correspondence for the Cabinet Secretary/President and senior leadership.
• Assist the Cabinet Secretary/President with various special projects, initiatives, and confidential assignments as needed.
• Track financial submissions and ensure compliance with internal financial policies.
• Support the preparation of departmental budgets and financial documentation.
• Regularly evaluate initiatives and results, both in the formative stages and post-cycle, report results to President.
• Perform all duties and responsibilities in alignment with the mission, vision and values of the Catholic Archdiocese of Miami.
• Other duties as assigned.
Donor Relations:
• Cultivate and maintain positive and mutually rewarding relations between the Archdiocese of Miami and its donors as well as the parishes, schools and other entities, and programs.
• Responsible for devising and using consistent, accurate and appropriate information-sharing mechanisms relating to donor communications.
• Act as a liaison to the Development team to provide cultivation and stewardship assistance to individual donors and prospects. Provide data to team leaders for prospect identification and development.
• Provide exemplary customer service to all internal and external constituents who contact the Development Corporation by phone, email, fax or in person and all attendees at events.
• Track donor relations and communications in Raiser's Edge, the Development database, to enhance relationships and increase the likelihood of continued contributions.
• Work closely with Development staff to report to donors on the use of gifts, arrange meetings between donors and beneficiaries if appropriate, and help celebrate gifts.
• Respond to special needs and requests of donors.
• Provide production and clerical assistance to the team to support events.
• Collaborate with other offices, programs and parishes within the Archdiocese as assigned on projects.
• Continuously seek improvements and efficiencies in programs and procedures to obtain better results.
• Other duties as assigned.

Qualifications:
• Associates degree and two-to-five years' experience in customer service, sales, or marketing in a professional environment.
• Preferred: Bachelor's degree in Communications, Business Administration, Public Administration, Non-Profit Management, Marketing, or related discipline and two-to-five (2-5) years' experience in development/non-profit environment.
• Excellent customer service skills required.
• Must exercise discretion and confidentiality regarding donor information.
• Must be punctual, dependable and reliable, with a disposition of service to others.
• Proven experience in producing marketing pieces, including web-based communications and social media is strongly preferred.
• Professional writing experience is strongly preferred.
• Knowledge of search-engine-optimization best practices.
• Knowledge of Raiser's Edge or other gift processing database a plus.
• Must have a valid Florida Driver License and State-required auto insurance.
• Good time management skills, including ability to manage several projects at the same time is required.
• Knowledge of social media applications and platforms; mobile services experience preferred.
• Basic HTML, Photoshop and other Web production skills a plus.
• Proficiency with Raiser's Edge is strongly preferred.
• Good computer literacy, including ability to navigate online applications and search engines effectively.
• Proficiency in MS Outlook, Word, Excel and PowerPoint is required.
• Type at least 60 wpm with 90% accuracy.
• Good spelling and grammar required.
• Good oral and written English-language communication skills is a must, including a clear speaking voice.
• Good Spanish-language spoken and written communication skills strongly preferred.
• Good Haitian Creole-language spoken and written communication skills is a plus.
• Must be supportive of the mission and tenets of the Roman Catholic Church.
• Knowledge of the basic tenets of Catholic Church and parish structures; Experience in a Roman Catholic environment preferred.
• Must have professional demeanor.

To apply: send resume with cover letter to Katie Blanco Bourdeau, at kblancobourdeau@theadom.org and careers@theadom.org.

About the Employer

The Archdiocese of Miami is a particular church of the Roman Catholic Church in the United States of America. Its ecclesiastic territory includes Broward, Miami-Dade, and Monroe counties in the U.S. state of Florida. The archdiocese is the metropolitan see for the Ecclesiastical Province of Miami, which covers Florida. The archbishop is Thomas Wenski. As archbishop, he also serves as pastor of the Cathedral of Saint Mary, the mother church of the archdiocese. Also serving are 428 priests, 160 permanent deacons, 50 religious brothers and 300 religious sisters who are members of various religious institutes. These priests, deacons and persons religious serve a Catholic population in South Florida of 1,300,000 in 118 parishes and missions.