Primary Purpose: To coordinate all facets of Hawaiian Humane's capital campaign, maintaining the campaign's schedule and progressing it with a high level of visibility and momentum creating a sense of excitement, optimism and confidence in achieving the goal.
Reports To: Director of Development
Supervises: Volunteers when needed
- Major Donor Solicitation Support. Makes arrangements for meetings with major donors: The coordinator works with the Director of Development and campaign leaders to schedule meetings with prospective donors. This includes email and phone calls to all people involved.
- Meeting responsibilities include making dining reservations, coordinating schedules with a staff person for a tour of your organization, sending confirmation emails before each meeting, as well as sending any necessary information to the donor prior to the meeting.
- Prepares materials needed for major donor meetings: The coordinator customizes materials, keeps them updated and organized, and prepares packets of materials for donor meetings as directed by the Director of Development and solicitors (committee members and/or President & CEO).
- Action items from major donor meetings: The coordinator follows up with the staff or volunteer leading the meetings to record and file notes and action items. They also complete most follow-up items, ensuring donors are thanked appropriately and that they receive all materials or actions promised at the meeting.
- Conducts prospect identification and research: The coordinator conducts prospect research to identify prospective donors and gather information about both new prospects and current donors.
- Communications plan for donors: The coordinator works with the campaign committee and staff to develop and execute a communication plan for donors.
- Small campaign related events: The coordinator, in partnership with the Special Events Manager, develops invitation lists, tracks RSVPs, sends invitations, arranges for food and drink, manages the event budget, works with hosts, prepares speakers, and handles follow-up.
- Campaign Committee Support
- Meeting management: The coordinator will work with the Director of Development, President & CEO and campaign leaders to schedule committee meetings and make sure all necessary material is organized and available at each meeting. The coordinator attends meetings and keeps accurate notes about what happened, especially noting who agreed to do what following the meeting. The coordinator follows-up with each person about what they have agreed to do and provides them whatever they need to get the task done.
- Meeting follow-up: The coordinator coordinates other meeting follow-up, such as drafting notes for the Director of Development, President & CEO and campaign leadership after the meeting.
- Gift Acknowledgment and Tracking
- Gift acknowledgement: The campaign coordinator makes sure that every campaign gift and pledge is managed seamlessly so that the donor is officially thanked within 48 hours of receiving the gift and thanked again by other members of the campaign team.
- Gift crediting: The coordinator makes sure that each gift is credited appropriately in Raisers Edge, noting any ongoing pledge payments and reminders.
- Naming opportunities: The coordinator maintains an updated list of naming opportunities.
- Campaign Reporting and Coordination
- The coordinator updates the campaign reports and ensures current campaign reports are easily accessible.
- Major Donor Coordination
- The coordinator works with other development staff to ensure that all contact with campaign donors is coordinated and does not to conflict with other operating fundraising and volunteer efforts, including the gala committee or annual fund.
- Communications and Public Relations Support
- Communications and public relations: The coordinator coordinates the public relations and communications plan in partnership with the Communications Manager to keep the campaign in the public eye and to maintain its momentum.
- Contributes ideas for improvements to the organization.
- Other duties as assigned.
- Working Conditions: Must reside/be located on Oahu for in-person meetings with stake holders as well as occasionally working remotely.
- Equipment Use: PC proficiency (Word, Excel, design and desktop publishing software) and standard office equipment use.
- Work Hours: Business Hours: Monday-Friday, 8 a.m. to 5 p.m. Additional hours including weekends as needed.
MENTAL, PHYSICAL AND COMMUNICATION REQUIREMENTS
- Must be able to prioritize, work independently, problem solve and meet deadlines.
- Must have a flexible disposition to engage and work with a variety of organization personnel and volunteers.
- Must exercise compassion, patience, professionalism at all times.
- Personal conduct and appearance must convey professionalism.
- Requires handling people in a pleasant, courteous and professional manner.
- Must be detail oriented with strong follow-up capability.
- Must be highly dependable and meet set deadlines.
- Must agree with and be committed to Hawaiian Humane's goals, objectives and programs.
- Must be highly creative and innovative.
- Skills/Knowledge: Requires excellent writing and verbal communication skills, computer knowledge including MS programs Excel, Power Point and Word. Valid driver's license, good driving record, access to own automobile and proof of no-fault insurance required. Must agree with and be committed to Hawaiian Humane goals, objectives and programs.
- Education/Training: Bachelor's degree preferred or equivalent experience required.
- Experience: Minimum two years of capital campaign and/or comprehensive coordination experience preferred.
The above information on this job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, or all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.
Hawaiian Humane Society