External Relations Coordinator

External Relations Coordinator

Location: Louisville, KY

Status: Full-Time, Salaried, Exempt

Program: External Relations

Reports To: VP of External Relations

Volunteers of America Mid-States (VOA) is a non-profit organization spanning four states that creates positive change in the lives of individuals and communities through a ministry of service. We provide housing for families, veterans, and low-income seniors. We provide care and support for individuals with developmental disabilities, healing accountability that brings people together with restorative justice, and free HIV testing and education.

When Volunteers of America was founded in 1896, "volunteer" referred to anyone who served others as a vocation through a commitment to a mission. Today, we are still staffed by paid, mission-driven professionals working to create positive change and build thriving communities. Flexibility, teamwork, and fun are some of the reasons our employees are proud to work at VOA! We offer a comprehensive benefits package to employees who meet eligibility requirements.

• Health and Wellness
  • Employee Assistance Plans (EAP)
  • Health and Wellness Program
  • Medical Coverage
  • Dental Coverage
  • Vision Coverage
  • Flexible Spending Account
  • Health Spending Account
  • Short Term Disability
  • Met Life Legal Plans
• Financial Wellbeing
  • Competitive Compensation Packages
  • Life Insurance (company paid)
  • 403b retirement plan with company fund matching
  • Employee discounts
  • Loan forgiveness options through federal programs (National Health Corp & Public Service Loan Forgiveness)
  • All company paid benefits and paid time off effective day one
• Work Culture
  • Commitment Committee
  • Justice Committee
  • Integrity Committee
  • Compassion Committee
  • Retention Committee
• Training & Development
  • VOA LEAD Program - Leadership Development Program
  • VOA University - Staff Development
  • VOA Academy - Clinical Training and Development

The External Relations Coordinator supports Volunteers of America Mid-States' mission by managing and supporting multiple projects and deliverables for the organization’s external relations. The External Relations Coordinator collaborates closely with all departments, including Business Development, Fund Development, Communications, and Community Engagement, to help the organization achieve its philanthropic and community goals. This position plays a vital role in maintaining VOA’s relationship with the community, overseeing the donor database management, communicating with internal and external partners, managing events and other marketing materials, and working collaboratively in a team setting.

We prefer candidates with a Bachelor's degree in a related field or at least 2-4 years of experience in an office administrative role, demonstrating a strong track record in customer service. The ideal candidate should excel in planning, organizing, and managing resources to achieve specific goals within set time frames. A proven ability to work collaboratively with a diverse range of internal and external stakeholders is essential.

High-level proficiency in Microsoft Office is required, and experience with social media and content creation is highly valued. Familiarity with Canva is preferred, and experience with the Adobe Suite is considered a plus.

• Ensure donor, prospect, and constituent records are consistently updated, accurate, and compliant with organizational data standards, including deduplication, coding, and record maintenance.
• Develop, run, and distribute queries, exports, and reports from Raiser’s Edge to support fundraising campaigns, donor stewardship, and leadership decision-making.
• Provide staff with guidance, training, and troubleshooting for Raiser’s Edge functions, ensuring proper utilization of the system for gift entry, event management, and donor relations.
• Responsible for departmental and organizational mailings.
• Coordinate with VP of External Relations on the logistics of fund development activities such as tours creating the agenda, and working with program leaders to make sure the facility is tour ready.
• Assist in integrating multi-year donor communication plan with the help of the VP of External Relations.

• Prepare expense reports for department senior directors and the VP.
• Plan and assist in coordinating the agenda of the ER quarterly meetings and other outings as needed.
• Facilitate volunteer background checks and information in CRM, manage CRM in close collaboration with Affiliate Chaplin.
• Staff the ER Committee alongside the VP of External Relations and take the minutes.
• Manage event logistics including catering, invitations and registrations.
• Provide front desk coverage and assist the executive coordinator on a rotation to help provide customer service to callers and external guests.
• Coordinate travel arrangements for ER leaders as needed.
• Manage and maintain calendars to ensure efficient scheduling for ER team.
• Manage new ER staff…