Philanthropy Coordinator

Bring your passion for people and precision to a role that supports global harmony—literally! Sweet Adelines International is seeking a detail-driven Philanthropy Coordinator to help power our mission through donor engagement, campaign coordination, and meaningful storytelling. If you're ready to make a difference behind the scenes of a worldwide music movement, we want to hear from you.

About Sweet Adelines International

Founded in Tulsa, Oklahoma, in 1945, Sweet Adelines started as a small group of women who loved to sing. Since then, it has evolved into an organization that spans the globe connecting thousands of singers around the world in song. We’re dedicated to preserving the unique sound of a cappella barbershop harmony, sharing our passion for music and empowering our community in every area of their lives.

https://sweetadelines.com/

Job Overview

The Philanthropy Coordinator plays a key supporting role in advancing the fundraising efforts of Sweet Adelines International. Reporting to the Assistant Director of Philanthropy, this position blends high-level administrative support with day-to-day coordination of fundraising operations, donor engagement, and data management. From managing donor records in Impexium and coordinating event documents to preparing reports, tracking gifts, and supporting communications, the Philanthropy Coordinator helps ensure smooth operations and meaningful donor experiences. This position also provides occasional administrative support for other departments under the Chief Philanthropy & Administrative Officer, including assistance with IBOD reports and special projects as needed.

Duties

• Fundraising Logistics: At the direction of the Assistant Director of Philanthropy coordinates direct mail campaign logistics for the annual campaign, i.e. pulling Impexium data for the project, and pulling photos from the database to meet required deadlines for mailing and eblasts.
• Donor Relations: Assure thank you/gift acknowledgment letters are provided to all donors, develop a system for maintaining all donor remit slips, provide AD with reports on responses, and provide CAO with copies of the slips from individuals who check the estate giving box. Maintains the Excel spreadsheet of donors who have signed a letter of intent and works with the finance team to charge credit cards per donor requests. Develop event invitations for review and approval, Track RSVP list for in-person and virtual donor events, and update the virtual Memorial Donor Wall with new names as needed.
• Data: Facilitate data pulls from Impexium system as needed to support fundraising solicitation, campaign status reports, and donor recognition activities such as identification of prospects for a higher level of giving, donations report, and the thank you call report. Coordinate the donor thank you call program, assigning and tracking calls and supporting the Philanthropy Committee members with scripts. Record notes as needed to donor Impexium record. Pull invitation lists for donor recognition events as requested.
• Nancy Bergman Legacy Society (NBLS): maintain tracking of NBLS members in Impexium and on Excel tracking document, create thank you letters, mail out membership pins.
• Philanthropy Committee: Serve as a resource to the Philanthropy Committee including but not limited to taking minutes as requested, distributing meeting materials, developing PowerPoint presentations, and posting information to the Share File.
• Administrative Support General: As requested, proofread correspondence prepared by AD and or CAO and prepare for mailing, assist AD and CAO with PPT presentations as requested to report on Campaign status or special projects, prepare check requests related to fundraising vendors, schedule large group meetings, prepare monthly status reports. Serve as point person for monitoring the Philanthropy mailbox.
• Under the guidance of the AD and/or CAO, holds responsibility for the execution of social media plans established for general awareness and fundraising campaigns.
• Under the guidance of the AD and/or CAO holds responsibility for the execution of event plans as developed by the philanthropy development team.
• Support the overall organization through participation with phone/receptionist coverage as requested; research outlier calls, providing appropriate information on call-backs modeling best practices in customer service.
• Perform other duties as assigned.

Education & Experience

• Bachelor's Degree from an accredited university
• Three years administrative office experience
• Utilization of databases or CRM platforms, with ability to pull and analyze data
• Nonprofit or fundraising environment is a plus
• Execution with creative software such as Canva or Publisher is a plus

Preferred Experience

• Customer service
• Annual giving and/or alumni/ae relations
• Obtaining annual gifts and developing relationships with donors
• Prospect identification, cultivation, solicitation, and stewardship

Knowledge/Skills/Abilities:

• Proficient in Microsoft Office Suite, particularly Excel and Word for data input, donor acknowledgment process, and communications within operational timelines.
• Excellent written and verbal communication skills including proofreading skills.
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
• Ability to establish and maintain effective working relationships with SAI members, volunteers, SAI administration and employees.
• Demonstrated ability to organize and follow through consistently and effectively in work.
• Strong service orientation and project coordination experience
• Ability to work occasional evenings and weekends.