Philanthropy Administrative Coordinator
hace 2 días
Kansas City
Job Description The Philanthropy Administrative Coordinator provides high-trust administrative, scheduling, and workflow support for the Philanthropy Team. This role helps the team operate with consistency, speed, and donor-centered discipline by coordinating calendars, routing leads, maintaining clean follow-through, and supporting the systems that move donors from interest to meaningful relationships. Reporting to the Development Operations Manager, this position serves as an internal coordinator for the team and is especially responsible for helping manage the Vice President of Philanthropy's calendar, including scheduling donor meetings, discovery visits, internal strategy sessions, and follow-up touchpoints. The role also supports lead flow generated through MarketSmart and related tools so that no qualified opportunity sits idle and every prospect receives timely, thoughtful next steps. As Unbound grows major gifts, planned giving, and campaign activity, the Philanthropy Team needs stronger day-to-day coordination around donor movement, calendar discipline, lead management, and internal accountability. This role helps create the operational backbone for that work. Who We Are Unbound is an international nonprofit based in Kansas City, Kansas, and founded by lay Catholics grounded in the Gospel call to put the needs of the marginalized and vulnerable first. Our mission is to support families and communities worldwide on their self-directed paths out of poverty. Our vision is to build a world free from poverty where all people have access to resources, community support and the ability to make decisions that improve their lives and uphold human dignity. Unbound offers a practical way for sponsors, donors and volunteers to make a personal and direct impact as partners in our global community. Through walking with a child and family, youth, elder or community on their path out of poverty, our supporters have an opportunity to expand their worldviews and be part of creative solutions to poverty. Essential Duties and Responsibilities: include the following. Other duties may be assigned. • Supports a donor experience that feels personal, timely, and well-coordinated., • Helps translate Enterprise Functional Operating System thinking into daily execution, with clear next steps, ownership, and follow-through, • Ensures MarketSmart and other lead-generation activity results in action, not backlog, • Improves responsiveness, visibility, and handoff quality across the Philanthropy Team, • Creates capacity for frontline fundraisers to spend more time in donor-facing work, • Manage the Vice President of Philanthropy's calendar with a high degree of judgment, accuracy, and responsiveness, including scheduling donor meetings, qualification calls, discovery visits, cultivation meetings, stewardship touches, travel-related appointments, and internal planning sessions, • Coordinate meeting logistics for Philanthropy Officers, Planned Giving, and team leadership as assigned, including invitations, agendas, briefing materials, location details, and follow-up reminders, • Serve as a central administrative support partner to the Philanthropy Team under the direction of the Development Operations Manager, • Assist the Development Operations Manager in creating workflow discipline across the team so priorities, appointments, leads, and next actions move forward on time, • Monitor incoming leads from MarketSmart, Door Opener, surveys, digital engagement, events, referrals, and other lead-generation sources, and help push those leads to the appropriate team member for timely action, • Track lead assignments and follow-up expectations so qualified prospects are contacted promptly and no lead is lost due to delay or lack of clarity, • Support the team's use of Salesforce, MarketSmart, and related systems by helping maintain clean records, activity updates, task completion, meeting notes routing, and basic data hygiene, • Prepare donor meeting briefs, background summaries, call sheets, and supporting materials for the Vice President of Philanthropy and other team members as needed, • Coordinate acknowledgments, thank-you notes, donor mailings, pledge reminders, proposal support materials, and stewardship touchpoints as assigned, • Help organize Philanthropy Team meetings, pipeline reviews, campaign meetings, and other recurring internal sessions, including notes, action tracking, and follow-up, • Assist with travel planning, expense documentation, meeting preparation, and administrative logistics for donor-facing activity, • Conduct research, assemble reports, and prepare ad hoc administrative or donor-support materials as requested, • Support special projects related to campaign readiness, donor experience, segmentation, events, and philanthropic operations, • Model discretion, professionalism, and donor-centered communication in all interactions with internal and external partners Personal Characteristics & Competencies – To perform the job successfully, an individual should demonstrate the following competencies and skills. (Examples) • Demonstrate diversity by recognizing the dignity of each person reflected in the structure and activities of Unbound which include relationships of mutual respect, teamwork, and commitment to Unbound’s core values., • Excellent written and oral communication skills include the ability to communicate clearly and professionally with donors, executives, and colleagues., • Ability to build trusting, collaborative relationships with team and cross-functional partners., • Professional appearance and attitude, self-motivated and goal driven., • Ability to demonstrate poise, tact, and diplomacy. Strong teamwork aptitude required., • Strong interpersonal skills to establish and maintain effective working relationships and the ability to model our core values., • Highly organized and able to manage multiple moving priorities without losing detail, • Understands that speed matters, especially in donor response, lead follow-up, and calendar coordination., • Comfortable working in a fast-moving, team-based fundraising environment., • Operates with maturity, discretion, and strong judgment, • Sees administrative work as strategic work because it helps relationships move forward., • Values clean systems, clear ownership, and follow-through., • Build trust and brings calm, order, and consistency to the team. Qualifications and Experience: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. (Examples) • High School Diploma (or GED) required. Bachelor’s degree or equivalent in philanthropy. fund-raising, or non-profit management, or related field preferred. For-profit and Non-profit experience preferred. Global experience is a plus., • Minimum of 3 to 5 years of experience in administrative support, executive support, development operations, fundraising support, sales support, or related field., • Experience supporting calendars and scheduling for senior leaders, preferably in a donor-facing, sales, or relationship-management environment., • Experience coordinating meetings with external constituents such as donors, clients, board members, or senior stakeholders strongly preferred., • Strong written and verbal communication skills., • Project coordination experience and an ability to keep others organized through reminders, follow-up, and process discipline., • Nonprofit experience is preferred; fundraising or philanthropy support experience is strongly preferred., • Must possess a positive attitude and be open to new ideas with the ability to listen carefully, try new things, suggest alternatives, and solve challenges., • Self-starter, action oriented. Influential and collaborative communication style. Forward thinker and business savvy., • Bilingual Spanish and English is a plus. Physical Abilities The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions. • Frequently required to sit, stand, and walk., • Use hands to finger, handle, or feel, reach with hands and arms., • Required to talk and hear consistently., • Specific vision abilities required by the role include the ability to distinguish the nature of objects by using the eye., • Ability to occasionally lift, carry and/or drag up to fifty (50) pounds if necessary. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job; reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. • Noise level in the work environment is usually moderate.