Development and Volunteer Coordinator (Tucson)

Catholic Community Services of Southern Arizona; Tucson (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

Catholic Community Services of Southern Arizona is seeking a Development and Volunteer Coordinator to support donor relations, data management, event planning, and volunteer engagement in Tucson. Reporting to the Executive Director of Philanthropy, this role coordinates fundraising activities and strengthens the organization’s volunteer program through recruitment, onboarding, and stewardship.

You will manage donor records in the CRM, prepare reports and briefing materials, assist with

Qualifications

• Associate's Degree in related field or equivalent work experience.
• Minimum 2 years of administrative support or development/advancement experience.
• Strong written and verbal communication skills, with attention to detail.
• Experience with donor management databases and gift processing is a plus.

Responsibilities

• Coordinate donor relations, stewardship communications, and donor recognition activities.
• Assist in event planning, timelines, registrations, and follow-up for fundraising events.
• Maintain accurate donor and volunteer records in the CRM and generate reports.
• Support communications: newsletters, direct mail, emails, and donor proposals.
• Coordinate volunteer onboarding, background checks, and placement with program staff.
• Provide administrative support to the Development Department and Executive Director of Philanthropy.

Skills

Donor relations

Event coordination

Communications

Project management

Education

Associate's Degree in related field

Bachelor's Degree in related field

Tools

Microsoft Office Suite

Job description

Catholic Community Services of Southern Arizona, Inc (CCS) is thriving! For over 90 years, CCS has focused its mission to strengthen families, support communities, provide compassionate services, and deliver excellence. Providing Help. Creating Hope. Serving All.

We credit our continued success to our valuable employees! If you want to make a difference, help people, and serve your community, we want YOU to join our team! For more information visit our website at: www.ccs-soaz.org.

OVERVIEW

The Development and Volunteer Coordinator plays a key role in supporting and enhancing the fundraising and volunteer engagement efforts of our organization. Reporting to the Executive Director of Philanthropy, this position is responsible for coordinating various aspects of the development program, including donor relations, data management, event planning, and coordinating corporate-level meetings. This position is also responsible for supporting and strengthening the organization's volunteer program by recruiting, onboarding, and stewarding volunteers who contribute to the mission of Catholic Community Services.

ESSENTIAL FUNCTIONS

Donor Relations and Stewardship

• Serve as the initial point of contact for donor inquiries, providing timely, professional, and courteous communication.
• Prepare and distribute donor acknowledgment letters, tax receipts, personalized correspondence, and stewardship communications in an accurate and timely manner.
• Assist the Executive Director of Philanthropy in cultivating, stewarding, and maintaining relationships with current and prospective donors.
• Coordinate donor recognition efforts, including stewardship mailings, appreciation activities, and recognition events.
• Prepare donor profiles, reports, giving histories, and briefing materials for meetings and donor visits.
• Track donor interactions, pledges, and follow-up activities to support timely cultivation and stewardship efforts.
• Assist in monitoring fundraising performance and preparing reports related to development goals, campaign progress, donor retention, and fundraising outcomes.

Event Planning and Coordination

• Assist with logistical aspects of fundraising events, donor cultivation events, volunteer appreciation events, and other development-related activities.
• Assist in event timelines, volunteer coordination, registration, vendor communication, sponsorship logistics, venue coordination, catering, audiovisual needs, and event materials.
• Coordinate invitations, RSVP management, attendee communications, and event follow-up.
• Support planning and coordination of committee-level meetings, donor presentations, and community engagement events.
• Participate in event setup, execution, and breakdown activities, including occasional evening and weekend responsibilities.

Data Management

• Maintain accurate and confidential donor and volunteer records within the organization's CRM/database(s), ensuring timely and consistent data entry.
• Process charitable gifts accurately and promptly, including cash, checks, online gifts, matching gifts, pledges, and in-kind donations.
• Coordinate gift reconciliation with the Finance Department to ensure accurate recording and reporting.
• Generate donor call lists, fundraising reports, and analytical reports to support development strategies.
• Monitor data quality through regular audits and maintain database accuracy and integrity.
• Track fundraising metrics, donor engagement, campaign performance, and volunteer participation data.
• Maintain electronic and physical development records in accordance with organizational policies, procedures, and confidentiality standards.

Communications and Marketing Support

• Assist in developing content for newsletters, annual reports, direct mail appeals, website updates, email campaigns, social media, brochures, presentations, and donor communications.
• Generate mailing lists for direct mail appeals and other marketing appeals.
• Ensure presentation materials, sponsorship packets, promotional collateral, and donor proposals are complete, accurate, and ready for use.
• Ensure messaging and materials align with Catholic Community Services' brand standards and organizational mission.

Volunteer Coordination

• Coordinate volunteer onboarding process from initial inquiry through placement, ensuring all required documentation, background checks, training, and compliance requirements are completed.
• Serve as the primary point of contact for prospective and new volunteers, providing timely communication, guidance, and support throughout the onboarding process and ensuring compliance with agency policies, contractual requirements, and applicable safety and compliance standards.
• Recruit volunteers through community outreach, volunteer fairs, presentations, special events, and partnerships with community organizations, schools, businesses, and faith-based communities.
• Collaborate with program managers to facilitate successful volunteer placements and transitions, ensuring program staff have the information and resources needed to effectively engage volunteers.
• Maintain accurate volunteer records and documentation within the organization's volunteer management system while ensuring confidentiality of volunteer information.
• Respond to volunteer questions, concerns, and challenges, working collaboratively with program staff to resolve issues in a professional and timely manner.
• Develop and implement volunteer recognition and appreciation initiatives, including appreciation events, communications, and other stewardship activities that promote engagement and retention.
• Monitor volunteer participation and provide reports and metrics related to recruitment, onboarding, retention, and engagement.
• Ensure volunteer policies, procedures, and practices align with agency standards, risk management requirements, and applicable regulations.
• Foster positive relationships with volunteers while promoting a welcoming, inclusive, and mission-centered experience.

Administrative Support

• Provide administrative support to the Executive Director of Philanthropy and the Development Department.
• Coordinate calendars, meetings, agendas, meeting materials, and follow-up action items.
• Assist with departmental budgeting, purchasing, invoice processing, and recordkeeping.
• Maintain organized electronic and physical files in accordance with departmental and organizational standards.
• Perform additional administrative and project coordination duties as assigned to support departmental and organizational priorities.

MINIMUM REQUIREMENTS

Suitable work experience may be considered as transferable skills in order to meet minimum requirements of the position and will be considered by the Executive Director of Human Resources.

• Associate's Degree in related field
• 2 years of experience in senior level administrative support
• Proven skills utilizing Microsoft Office Suite
• Strong communication skills - oral and written are clear, concise, and in an organized fashion using appropriate style, grammar, and tone
• Strong knowledge of numbers, their operations, and interrelationships
• Proven record of excellent customer service and teamwork

REGULATORY

• Must be at least 18 years of age
• Valid driver license, proof of insurance, and 39-month motor vehicle report
• Ability to obtain and maintain Arizona Level One Fingerprint Clearance Card and FBI National Criminal Records History Report (employer paid)
• Pass pre-employment drug screen (incudes marijuana, regardless of recreational use laws) (employer paid)

DESIRED QUALIFICATIONS

• Bachelor's Degree in related field
• Additional years of directly-related experience
• Experience with donor management database(s)
• Bilingual in English and Spanish, verbal and written

The above statement reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

We are an affirmative Action Equal Opportunity Employer for all individuals. All qualified applicants are encouraged to apply.