Donor Services Coordinator

Overview

The Donor Services Associate will support the mission of Feeding Southwest Virginia (Feeding SWVA) by providing administrative support assisting with daily work and projects related to gift processing and donor operations and for all areas of development as needed.

• Reports directly to the Donor Services Manager.
• Ensures accurate and timely processing of donations while supporting a positive donor experience. Works closely with the Donor Services Manager and Development team to maintain data integrity, produce donor acknowledgments, and support daily administrative operations.
• Donor Database Management:
  • Accurately and promptly enter all donor gifts into the organization’s database.
  • Assist the Donor Services Manager with maintaining clean and up-to-date donor records.
  • Generate and prepare targeted mailing lists for fundraising and donor communications.
• Donor Acknowledgment and Mailings:
  • Produce and distribute timely donor acknowledgment letters in accordance with organizational standards.
  • Coordinate bulk mailings of donor correspondence, including preparation and delivery to the United States Postal Service when needed.
• Development Department Administrative Support:
  • Manage inventory and order supplies for the Development Department.
  • Process purchase orders and reconcile departmental credit card transactions for submission to Finance.
  • Provide general administrative support to ensure efficient day‑to‑day operations of the Development team.
• Serves as backup coverage for the Food Bank’s Administrative Assistant/Receptionist, ensuring consistent front desk operations during lunch periods, vacations, and other absences.
• Maintains and follows effective processes for office communications and administrative procedures.
  • Develop strong customer service skills in effectively dealing with donors.
  • Develop communication skills with co‑workers to understand and articulate the need for support.
  • Assist in updating departmental SOPs.
• Other functions:
  • Promote a cooperative spirit within the organization and among internal and external participants.
  • Perform other duties as assigned by the Donor Services Manager, Chief Development Officer, and CEO.
• Interface:
  Responsible in maintaining positive relationships with co‑workers, donors, and other departments within Feeding Southwest Virginia.

• Associate's degree or equivalent combination of education and/or three years of administrative experience preferably in an executive office setting required.

• Two years of strong customer service experience in dealing with the public is required.
• Two years of strong administrative experience in working in an office environment is required.
• One year of data entry experience is required.

• Strong computer skills (MS Word, MS Excel, MS Outlook, MS PowerPoint).
• Experience with CRM donor software packages or other database systems desired.
• Strong interpersonal communication, writing, and organization skills.
• Strong verbal and customer service skills.
• Strong organization and time‑management skills.
• Ability to work with limited supervision and high motivation.
• Ability to work well under pressure and meet multiple deadlines.
• Able to work independently and handle multiple priorities with minimal supervision.
• Professional appearance and demeanor.
• Regular attendance and punctuality are required.
• Limited occasional evening and weekend work required for special events.

Combination of education, experience, and/or training that provides the required knowledge and skills for the position may be considered in lieu of education and/or experience at the company’s discretion.

• Excellent written and verbal communication skills; ability to convey concepts in an understandable way.
• Ability to communicate effectively with staff, donors, and the public.

• Ability to perform basic math functions.

• Proficiency required in the use of Microsoft Office Word, Excel and Outlook.
• Capable of learning and independently operating equipment required for the position including printer, multi‑use copier, postage machine and phone system.