Development Coordinator

Coastal-Roots-Farm; Encinitas (CA); On-site; USD 33,000 - 41,000; Part time

Job summary

Coastal Roots Farm is a nonprofit community farm in Encinitas, CA, seeking a part-time Development Coordinator to support donor stewardship, gift processing, grant administration, events, and impact reporting. The role emphasizes organization, data accuracy, and donor relations to advance fundraising goals.

Hours are 15–19.5 per week, with on-site work required several days weekly. The Development Coordinator will maintain donor databases, assist with campaigns, and collaborate across teams to

Qualifications

• Exceptional organizational skills with meticulous attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft 365, Excel, and CRM/database systems.
• Analytical mindset with experience preparing reports and maintaining data integrity.
• Ability to work independently while collaborating across departments.

Responsibilities

• Maintain and update Virtuous, the donor database, and Instrumentl, the grants database.
• Prepare timely donor acknowledgments and stewardship updates, monitor inventory, and reorder as needed.
• Process donations and enter them into the CRM.
• Assist in tracking pledges, generating reminders, and follow-up on donor communications.
• Support Year End and Mid-Year campaigns with outreach, progress reporting, and stewardship.
• Assist with fundraising event logistics, registration, sponsorship fulfillment, and post-event acknowledgments.
• Conduct monthly contribution report audits with the Director of Finance.

Skills

Organizational skills

Written & verbal comms

Multitasking

Data integrity

Education

Bachelor’s Degree preferred

Tools

Microsoft 365

Excel

CRM systems

Virtuous CRM

Adobe Acrobat

Job description

Description

Position: Development Coordinator

Status: Regular, Part-Time, Non-Exempt

Hours: 15 -19.5 hours per week, based upon need. Monday-Friday, evenings, weekends, and holidays on occasion. Minimum 3 days on-site.

About Coastal Roots Farm

Coastal Roots Farm is a nonprofit community farm and education center guided by Jewish values. The Farm’s mission is to cultivate healthy, connected communities by integrating sustainable agriculture, food justice, and ancient Jewish wisdom.

The Farm’s impact initiatives include 1) regenerative agriculture, 2) equitable food access, 3) environmental education, and 4) Jewish life. We grow organic food in a climate-smart way, donate the majority of our harvests to those who need it most, inspire youth to be the next generation of environmental stewards, and connect people of all backgrounds to Jewish holidays, values, and traditions through farming and food.

Jewish values guide the Farm’s Jewish values include Adam v’Adamah (Interdependence), Tikkun Olam (Repair), Arevut (Mutual Care), Peleh (Wonder), Kodesh (Sacred Time), which inform our strategy, approach, and priorities.

Coastal Roots Farm is located in Encinitas, CA on approximately 18 acres of land which we recognize as indigenous to the Kumeyaay and Luiseño peoples. Coastal Roots Farm was incubated by the Leichtag Foundation in 2014 and received 501(c)(3) public charity status in 2015.

Position Overview

The Development Coordinator plays a critical role in advancing the organization's philanthropy efforts by ensuring the accuracy, organization, and execution of fundraising operations. This position supports donor stewardship, gift processing, grant administration, fundraising events, and impact reporting while helping the philanthropy team build meaningful relationships with donors and achieve fundraising goals.

The ideal candidate thrives on organization and efficiency and enjoys creating systems that keep fundraising efforts running smoothly. They are a database expert (or excited to become one) who takes pride in maintaining accurate records and exceptional attention to detail. Curious by nature and eager to learn, they understand that strong donor relationships begin with excellent stewardship and reliable data, and they are excited to contribute to a growing culture of philanthropy.

Essential Duties and Responsibilities

The essential functions include, but are not limited to:

Fundraising and Donor Administration:

• Maintain and update Virtuous, the donor database, ensuring records are accurate, complete, and secure, as well as Instrumentl, the grants database.
• Prepare timely and accurate donor acknowledgments (letters, emails, online) and stewardship updates as well as write handwritten thank you notes; monitor inventory and reorder as needed.
• Process donations (cash, in-kind, sponsorship, grants, events) and enter them into the CRM.
• Assist in tracking pledges, generating reminders, and follow up on donor communications.
• Work with Director of Philanthropy to assist with Year End and Mid-Year campaigns, including outreach, progress reporting, and stewardship.
• Support with administrative tasks related to fundraising events, in particular the summer Farm-to-Table Dinner Series and quarterly Cultivating Impact Mixers.
• Conduct audit of monthly contribution reports in conjunction with the Director of Finance and Administration.
• Support donor research, prospect tracking, and contact list management.

Grant Support:

• Support preparation of grant proposals, reports, and correspondence as requested by the Grants Team.
• Assist with and maintain grant records in Virtuous and Instrumentl.
• Execute relevant research to identify available grant opportunities when requested.

Evaluation and Impact:

• Support with survey data entry and data qualify as needed.
• Collaborate with marketing, education and food distribution teams to help collect numbers for Quarterly Impact Reports.

General Administrative Duties:

• Organize and maintain Philanthropy Department files and data systems.
• Assist with event logistics, registration, sponsorship fulfillment, guest tracking, auction administration, and post-event acknowledgments as needed.
• Participate in team and all-staff meetings and contribute to overall positive organizational culture.
• Promote a culture of philanthropy throughout the organization by supporting staff engagement and collaboration.
• Maintain the integrity of donors and fundraising data through regular audits, data cleanup, reporting, and adherence to organizational policies and confidentiality standards.

Requirements

Qualifications:

• Exceptional organizational skills with meticulous attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft 365, Excel, and CRM/database systems.
• Analytical mindset with experience preparing reports and maintaining data integrity.
• Ability to work independently while collaborating across departments.

Education and Experience Requirements:

• Bachelor’s Degree preferred (nonprofit management, communications, or related field).
• 1-3 years of experience in fundraising, nonprofit administration, database management, customer service or related field.
• Passion for food justice, food insecurity, Jewish communal work, and/or regenerative agriculture preferred.
• Knowledge of appropriate software including Microsoft Office Suite, and Adobe Acrobat.
• Knowledge of Virtuous CRM is a plus.
• Strong written and verbal communication, attention to detail, and organization skills.
• Ability to manage multiple priorities in a fast-paced fundraising environment.
• Experience with fundraising reporting is a plus.
• Valid driver’s license

Compensation

Pay range for this role is $24-$30 an hour.

Typical Working Conditions

The Development Coordinator will work both indoors and outdoors. There will be exposure to Southern California outside temperatures, chemicals used in the agricultural industry, and loud noises.

Essential Physical Tasks

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Coastal Roots Farm is an Equal Opportunity Employer and is committed to building an inclusive workforce. We welcome and strongly encourage people with diverse backgrounds and experiences to apply. All qualified candidates, regardless of race, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, disability, medical condition, marital status, veteran status, or genetic information will be considered for this position.