Appeal Coordinator

Catholic Diocese of Columbus; Columbus (OH); On-site; USD 55,000 - 65,000; Full time

Job summary

The Appeal Coordinator at the Catholic Diocese of Columbus serves as a key administrative support role, reporting to the Finance Department. You will manage donor relations, acknowledgments, stewardship activities, and special events to support The Appeal.

Strong data entry and communication skills are essential. Responsibilities include gift processing in ParishSoft, maintaining donor records, producing reports, and coordinating meetings and materials with parishes and staff.

Qualifications

• Outstanding written and oral communication skills.
• Must be proficient in Microsoft Word, Excel, Outlook.
• Experience with QuickBooks, PowerPoint, and Teams preferred.
• Bachelor's degree or HS diploma with relevant experience.

Responsibilities

• Prepare correspondence, acknowledgment letters, and documentation per diocesan protocols.
• Maintain donor software database and generate reports.
• Coordinate parish materials pick-up/packing and mailings.
• Respond to donor and parish inquiries by phone, email, or correspondence.
• Support office operations and serve as office liaison among staff.

Skills

Communication skills

MS Office

Customer service

Independent worker

Education

Bachelor's degree

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Teams

QuickBooks

Job description

Job Title: Appeal Coordinator
Location: Curia Office: Finance
Responsible to: Controller FLSA Code: Exempt (Salaried)

Pay Range: 55,000-65,000 based on experience & education level

I. JOB SUMMARY

This position serves a critical administrative support role for The Appeal in the Diocese of Columbus. This position reports to the Finance Department and works closely with the Diocese of Columbus Finance and Appeal team, Faith Focus Consulting staff, donors, parishes, and Appeal volunteers in the Diocese of Columbus. This position is responsible for supporting all areas of The Appeal for the Diocese of Columbus. This includes but is not limited to gift acknowledgement, donor relations, stewardship, special events, reports, and maintaining the organization’s donor database.

This job description reflects management's assignment of essential job responsibilities; it does not prescribe or restrict the tasks that may be assigned. All the duties and standards within this job description will be performed according to the established policies, procedures and guidelines outlined in the Diocesan policy and procedures manuals.

II. ESSENTIAL JOB RESPONSIBILITIES

ADMINISTRATIVE SUPPORT

• Prepare correspondence, acknowledgment letters, and documentation according to diocesan protocols
• Prepare weekly progress reports evaluating the status of The Appeal and distribute to parishes, Faith Focus, and diocesan staff
• Follow-through to make certain all daily/weekly tasks on timelines are completed
• Oversee mailings and printer deadlines
• Prepare and coordinate parish Appeal materials pick-up/packing day
• Respond to donor and parish questions by phone, email or correspondence
• Support the office with reception duties and smooth office operations
• Act as the point person in the office between Faith Focus Staff, Sr. Directors and other diocesan offices

DATABASE MANAGEMENT

• Maintain donor software database, including all data entry and report preparation
• Facilitate timely gift entry programs into ParishSoft
• Coordinate a contact management system for the Office of Advancement, including executive development, program, and communications functions
• Research prospect information from public records
• Prepare and maintain information on top prospects
• Maintain all Appeal records to maintain integrity of data (duplicate, bad address, deceased or inactive records)
• Maintain gift records in cooperation with accounting department (donor files, pledge cards, correspondence, etc.)
• Provide, support, and identify training in support of staff members and on accurate and appropriate use of database

MEETING COORDINATION

• Assist in facilitation of internal and external meetings as needed including:
  • Scheduling
  • Sending notices
  • Preparing agenda and any handouts
  • Reserving location
  • Making provisions for refreshments as required
  • Prepare and distribute meeting minutes (as needed)

SPECIAL EVENTS

• Work with the planning and implementation of all special events that support The Appeal (seminars, workshops, kickoff events, recognition and thank you gatherings)
• Secure and coordinate venue and catering
• Oversee invitations, mailing list and mailing
• Coordinate the evening events, entertainment and all supporting details
• Oversee set up, event day details, and clean up
• Follow-up on any thank you’s or outstanding tasks related to the event

ONGOING DEVELOPMENT DUTIES

• Assist in the coordination of year-round fundraising efforts on behalf of the Diocese
• Maintain donor software database, including all data entry and report preparation
• Prepare acknowledgment letters
• Complete other duties as assigned

III. OTHER POSITION RESPONSIBILITIES

1. Complies with federal, state and local safety laws.
2. Maintains a neat and safe work area.
3. Performs other duties as assigned.

IV. POSITION QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required: Compliance with BCI&I background checks and completion of Protecting God's Children program.

Education: Bachelor's degree or High School Diploma with relative years of experience.

Experience: Minimum 3-5 years’ experience in operations of not-for-profit fundraising activities is a plus.

Job Related Skills: Outstanding written and oral communication skills. Must be proficient in Microsoft Word, Excel, Outlook. Prefer experience in QuickBooks, PowerPoint, and Teams. Customer service orientation and attitude with a proven ability to assess and solve problems. Ability to work independently and a self-starter An understanding of the philanthropic process; fundraising experience preferred. Candidate must have a valid driver’s license.

Interpersonal Skills: Work with others in a collaborative team environment to achieve group goals; demonstrate human relationship skills when dealing with co-workers, those we serve, vendors and the general public.

Language Skills: Reading and comprehending instructions; write correspondence and memos; effectively communicate to customers, vendors, and other employees of the Diocese.

Mathematical Skills: Perform basic accounting functions using automated system; add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; compute rate, ratio and percent; draw and interpret bar graphs.

Reasoning Ability: Apply common sense understanding to cany out detailed and complex written or oral instructions; communicate sensitive information; define problems, collect data, establish facts and draw valid conclusions; interpret a variety of technical instructions in mathematical or diagram form.

Working Environment: Practice the highest standards of integrity, professionalism and confidentiality; organize workload, and multi-task; work under pressure and meet deadlines.

V. PHYSICAL STRENGTH DEMANDS

The Physical Demands Strength Rating reflects the estimated overall strength requirement of the job. It represents the strength requirements, which are considered to be important for average, successful work performance.

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly (Constantly: activity or condition exists 2/3 or more of the time) to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job should be rated Light Work (1) when it requires walking or standing to a significant degree; or (2) when it requires sitting most of the time but entails pushing and/or pulling of arm or leg controls; and/or (3) when the job requires working at a production rate pace entailing the constant pushing and/or pulling of materials even though the weight of those materials is negligible. NOTE: The constant stress and strain of maintaining a production rate pace, especially in an industrial setting, can be and is physically demanding of a worker even though the amount of force exerted is negligible.