Posting Note: Coordinator III — (Donor Relations)

Position Summary
The Coordinator III, reporting to the Director of Donor Relations, is responsible for high level administrative, operational, and program support for the Director of Donor Relations and Donor Relations team. This role manages complex administrative processes (budget, invoicing, calendars, P Cards, mileage) and independently owns critical donor facing stewardship programs including birthday cards, first time donor cards, CallFire workflows, and vendor coordination with Postalgia. The Coordinator III also supports volunteer engagement activities, supply ordering, and event related administrative tasks. This role requires strong attention to detail, judgment, and the ability to operate proactively in a fast paced environment.

Core Responsibilities
Administrative Support for Director of Donor Relations
• Manage the Director’s calendar, scheduling, and meeting coordination.
• Process and track budgets, invoices, purchasing, P Card transactions, and mileage reports.
• Maintain organized digital and physical files, templates, and reference materials.
Donor Stewardship Operations
• Manage the full birthday card and first time donor card process, including list pulls, printing, assembly, quality control, and mailing schedules.
• Serve as primary liaison to Postalgia for custom print, mailings, and fulfillment needs.
• Oversee CallFire thank you call processes, including weekly list management, uploads, scheduling, and reporting.
Volunteer Engagement & Program Support
• Order, track, and maintain supplies for volunteer activities and donor engagement initiatives.
• Coordinate with team members to ensure materials are prepped, organized, and ready for volunteer events.
Event Administrative Support
• Assist with event logistics such as supply ordering, packing, print and signage requests, RSVP tracking, vendor coordination, and inventory management.
• Support preparation of event materials, follow up communications, and data clean up needs.

Skills & Qualifications
• Minimum of 5 years of advanced administrative, project coordination, stewardship, or related experience.
• Strong budgeting, invoicing, and P Card management skills.
• Ability to manage multiple time sensitive processes with accuracy.
• Excellent written and verbal communication skills.
• Strong customer service orientation.
• Proficiency with Microsoft Office, Teams, SharePoint; experience with external vendors and fulfillment partners a plus.
• Experience working with donor databases, call systems, or card production vendors preferred.

Key Attributes
• Highly organized and detail oriented.
• Proactive problem solver with strong initiative.
• Comfortable managing both independent responsibilities and highly collaborative work.
• Able to build positive relationships with internal partners, volunteers, donors, and vendors.

The Coordinator III’s primary responsibility is to assist with managing relationships, partnerships, programs, events and campaigns that result in growing annual revenue for the Foundation. The Coordinator III collaborates with colleagues throughout the Foundation and/or hospital to help deliver first-class programs, events, recognition, and service to internal and external donors. The Coordinator III will take a lead role on project/program execution.

• Takes on a lead role with tasks related to events and project management; communications; donor engagement and stewardship. May be assigned some oversight of revenue and non-revenue items as well as financial reporting duties.
  
• Provides hands-on assistance with fundraising tactics, timely and meaningful donor recognition, and communications. Schedules meetings, volunteers, and tours, and tracks donations.
  
• Collaborates with Foundation colleagues to develop fundraising plans, proposals, prospect cultivation, recognition collateral, promotional materials and reporting to engage and increase interest in philanthropy and sponsorship from individuals and businesses.
  
• Keeps updated calendar of events, merchandise, supplies, contact information in database, tracking reports for campaign and event revenue and expenses.
  
• Helps cultivate key relationships with existing and prospective supporters.
  
• Provides direction and oversight for projects to support staff.
  
• Performs miscellaneous job related duties as requested.
  

To advance hope, healing and the best healthcare for children and their families

Phoenix Children's will be the leading pediatric health system in the Southwest, nationally recognized for exceptional care, innovative research and advanced medical education.

We realize this vision by:

• Offering the most comprehensive care across ages, communities and specialties
• Investing in innovative research, including emerging treatments, tools and technologies
• Advancing education and training to shape the next generation of clinical leaders
• Advocating for the health and well-being of children and families

• We place children and families at the center of all we do
• We deliver exceptional care, every day and in every way
• We collaborate with colleagues, partners and communities to amplify our impact
• We set the standards of pediatric healthcare today, and innovate for the future
• We are accountable for making the highest quality care accessible and affordable