DONOR RELATIONS & EVENTS COORDINATOR

at  Teen Challenge Canada

DONOR RELATIONS & EVENTS COORDINATOR

CENTRE: Atlantic Men’s Centre
LOCATION: Memramcook, NB
POSTED ON: Fri, 29 Nov. 2024
PAY RATE: As Agreed
HOURS: Full Time
REPORTING TO: National Manager of Events
Note: This is a full-time position directly reporting to the National Manager of Events; pay rate as agreed, based on experience, expertise, and applicable education.

POSITION SUMMARY

Teen Challenge’s mission is to help men and women overcome substance addiction to lead full and meaningful lives. As the Donor Relations & Events Coordinator, you are the supportive force behind the Development team; you are a proactive person who takes initiative. The Donor Relations & Events Coordinator’s primary responsibilities are fundraising, creating program awareness, and helping achieve annual revenue targets by executing fundraising initiatives including donor relations, outreaches and event support.

50% OF ROLE: PLAN AND COORDINATE EVENT LOGISTICS

• Event Coordination and Execution:
• Plan, coordinate, and execute all aspects of approved Teen Challenge Canada (TCC) events and donor engagement activities, ensuring alignment with mid and major donor programs. Responsibilities include:
• Monitoring and reporting event revenue.
• Managing venues, vendors, ticketing, purchases, guest lists, food, entertainment, event documentation, and programs.
• Submitting expenses to accounting.
• Ensure all events stay within budget and adhere to best practices.
• Event Revenue Planning:
• Draft initial event revenue planners based on historical data and emerging trends to inform revenue projections.
• Documentation and Logistics:
• Maintain organized records for each event, including all logistics, schedules, programs, and communication with participants and vendors.
• Sponsorship Management:
• Collaborate with donor relations staff to secure prize and corporate sponsorships.
• Manage the corporate sponsorship tracking document, ensuring payments are received and benefits fulfilled.
• Administer gifts-in-kind (GIKs) in coordination with our database, Partner Services, and Finance, ensuring compliance with CRA guidelines.
• Participant Engagement:
• Contact past event participants to encourage participation, assist with registration, and maintain updated records on peer-to-peer fundraising platforms.
• Marketing Coordination:
• Work with marketing teams to produce event collateral, ensuring timely delivery of:
• Creation and printing.
• Mailing and quality photography.
• Final edits, follow-up, and sharing of materials.
• Local Outreach Leadership:
• Plan, organize, and oversee all aspects of local outreach initiatives.
• Volunteer and Committee Management:
• Recruit, coordinate, and manage event committees and volunteers to support successful event execution.

25% OF ROLE: MANAGE A MIDLEVEL PORTFOLIO

• Portfolio Oversight:
• Manage a portfolio of approximately 100 assigned TCC donors, including individuals, businesses, corporate sponsors, and churches, ensuring alignment between donor interests and TCC operational needs.
• Prospect Pipeline Development:
• Maintain and cultivate a portfolio of donor prospects, transitioning them into the midlevel donor pipeline through targeted engagement strategies.
• Database Management:
• Ensure regular, timely, and accurate updates of donor-related data within the TCC donor database, maintaining data integrity and accessibility for reporting and analysis.
• Donor Advancement:
• Identify midlevel donors with potential for major giving, collaborating with relevant teams to transition them into the major gift portfolio effectively.
• Bi-Weekly Reporting:
• Prepare and submit detailed reports on donor caseload and activities to management on a bi-weekly basis, providing insights on progress and challenges.
• Event Engagement:
• Proactively contact past event participants to re-engage them, assist with registrations, and maintain up-to-date records on peer-to-peer fundraising platforms.

25% OF ROLE - OUTREACH ACTIVITIES (5 DAYS A MONTH)

• Testimony Training Coordination:
• Organize and oversee client testimony training sessions for outreach events and graduation ceremonies.
• Outreach Support:
• Facilitate local outreach efforts by:
• Coordinating team leaders and conducting advance calls with churches.
• Preparing outreach bins and ensuring materials are current.
• Ordering and updating marketing materials, notifying colleagues when updates are required.
• Collecting and inputting Church Ministry Reports (CMRs) into the database.
• Applying best practices for handling and accounting for offerings and donations.
• Confidentiality and Policy Adherence:
• Manage sensitive and confidential information in strict compliance with TCC policies and procedures.
• Mission Communication:
• Effectively communicate and promote TCC’s mission and development initiatives to prospective churches and donors.
• Cross-Department Collaboration:
• Foster cohesiveness and collaboration between local development teams and other departments, including Programs, Marketing, Partner Services, Finance, and HR.
• Stakeholder Communication:
• Ensure clear, timely, and concise communication with key stakeholders.
• Administrative Operations:
• Provide day-to-day administrative support for the development office, including:
• Ordering supplies and managing mail-outs and Purolator packages.
• Ensuring office organization and orderliness.
• Supervising Phase 4 or work therapy clients by assigning meaningful tasks that contribute to their development and preparation for successful societal re-entry.
• Petty Cash Management:
• Oversee and process petty cash transactions in an accurate and timely manner.
• Donor Gift-in-Kind (GIK) Coordination:
• Collaborate with Finance and Partner Services to manage donor requests for GIK contributions, ensuring all processes are fully compliant with CRA guidelines.