External Relations Coordinator
POSITION TITLE: External Relations Coordinator LOCATION: Louisville, KY STATUS : Full - Time, Salaried, Exempt PROGRAM: External Relations REPORTS TO : Manager of External Relations INTRODUCTION: Volunteers of America Mid-States (VOA) is a non-profit organization spanning four states that creates positive change in the lives of individuals and communities through a ministry of service. We provide housing for families, veterans, and low-income seniors. We provide care and support for individuals with developmental disabilities, healing accountability that brings people together with restorative justice, and free HIV testing and education. When Volunteers of America was founded in 1896, "volunteer" referred to anyone who served others as a vocation through a commitment to a mission. Today, we are still staffed by paid, mission-driven professionals working to create positive change and build thriving communities. Flexibility, teamwork, and fun are some of the reasons our employees are proud to work at VOA! We offer a comprehensive benefits package to employees who meet eligibility requirements. BENEFITS: Volunteers of America Mid-States, offers a rich and robust benefits package the supports a healthy work life balance, which include the following: Health and Wellness Employee Assistance Plans (EAP) Health and Wellness Program Medical Coverage Dental Coverage Vision Coverage Flexible Spending Account Health Spending Account Short Term Disability MetLife Legal Plans Financial Wellbeing Competitive Compensation Packages Life Insurance (company paid) 403b retirement plan with company fund matching Employee discounts *Loan forgiveness options through federal programs (National Health Corp & Public Service Loan Forgiveness) *All company paid benefits and paid time off effective day one Work Culture Commitment Committee Justice Committee Integrity Committee Compassion Committee Retention Committee Training & Development VOA LEAD Program- Leadership Development Program VOA University - Staff Development VOA Academy - Clinical Training and Development JOB SUMMARY AND QUALIFICATIONS: The External Relations Coordinator supports Volunteers of America Mid-States’ mission by managing and supporting multiple projects and deliverables for the organization’s external relations efforts. This role collaborates closely with Business Development, Fund Development, Communications, and Community Engagement teams to advance the organization’s philanthropic, marketing, and community outreach goals. This position plays a vital role in maintaining VOA’s relationships with donors, partners, and the broader community by, coordinating events, supporting fund development initiatives, and creating and managing social media content and marketing materials. The External Relations Coordinator works collaboratively in a fast-paced, mission-driven team environment and serves as a key administrative and communication support for the External Relations department. WHAT YOU SHOULD HAVE: Bachelor’s degree in a related field or 2–4 years of experience in an office administrative, external relations, marketing, or development support role. Experience managing or supporting social media platforms , including content creation, scheduling, and engagement tracking. Strong customer service skills with the ability to interact professionally with donors, volunteers, community partners, and leadership. Proven ability to plan, organize, and manage multiple priorities and deadlines effectively. Ability to work collaboratively with a diverse range of internal and external stakeholders. High-level proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Experience using Canva for graphic design and marketing materials is preferred. Experience with the Adobe Creative Suite is a plus. Raiser’s Edge is preferred not required. Strong written and verbal communication skills with attention to detail. RESPONSIBILITIES: Database Management and Fund Development Maintain accurate, up-to-date donor, prospect, and constituent records in Raiser’s Edge , ensuring compliance with organizational data standards, including coding, deduplication, and record maintenance. Develop, run, and distribute queries, exports, and reports from Raiser’s Edge to support fundraising campaigns, donor stewardship, events, and leadership decision-making. Provide guidance, training, and troubleshooting support to staff using Raiser’s Edge for gift entry, event management, and donor relations. Coordinate and manage departmental and organizational mailings. Support fund development activities, including donor tours and events, by coordinating logistics, agendas, and collaborating with program leaders to ensure facilities are tour-ready. Assist with the implementation of a multi-year donor communication plan in collaboration with the VP of External Relations. Administrative Support Prepare expense reports for department senior directors and the VP Plan and assist in coordinating the agenda of the ER quarterly meetings and other outings as needed Facilitate volunteer background checks and information in CRM, manage CRM in close collaboration with Affiliate Chaplin Staff the ER Committee alongside the VP of External Relations and take the minutes Manage event logistics including catering, invitations and registrations Provide front desk coverage and assist the executive coordinator on a rotation to help provide customer service to callers and external guest Coordinate travel arrangements for ER leaders as needed. Manage and maintain calendars to ensure efficient scheduling for ER team. Manage new ER staff onboarding. Process and submit invoices through DocLink on behalf of ER Leaders. Other duties as assigned Marketing Support Create social media graphics and post for all of VOA’s social media channels; including creating graphics, short-form videos, content and schedules, and working with Associate Director of Communications and Marketing to boost engagement and overall reach of platforms. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran any other characteristic protected by law
