Description

Job Summary:

The Development & Donor Relations Coordinator builds and sustains donor relationships and establishes repeatable cultivation and stewardship practices that support Bethany’s mission. Reporting to the Director of Marketing & Communications, the Coordinator assesses donor records and processes, recommends a donor-engagement plan for leadership approval, and implements the approved plan. The position personally engages assigned prospective and current donors and develops a well-documented major-gifts pipeline with the Director and Chief Executive Officer. This is a relationship- and process-building role, not an independent fundraising department head or a clerical-only position.

Essential Duties and Responsibilities:

Donor Strategy & Repeatable Processes

Assess existing donor records, relationships, and workflows with the Director of Marketing & Communications, Director of Administration, CEO, and Finance. Identify gaps and recommend a practical donor-engagement and stewardship plan, priorities, and measures for leadership approval.
Segment prospective and current donors by giving interests, relationship history, and engagement. Establish documented stages for identification, qualification, cultivation, solicitation, and stewardship, with a next action, owner, and date for each active relationship.
Implement the approved plan through an engagement calendar, regular pipeline reviews, consistent follow-up, and shared procedures that remain usable as the department grows.

Relationship Development & Stewardship

Personally build and maintain relationships within an assigned donor portfolio through thoughtful conversations, visits, correspondence, and invitations. Listen to donor interests and connect those interests to leadership-approved mission priorities.
Create consistent cultivation and stewardship touchpoints for new, continuing, recurring, and lapsed donors. Recommend retention and reactivation approaches and support modest appeals or recurring-giving initiatives as assigned.
Assist with coordination of timely, accurate gift acknowledgments with Director of Administration; document gift restrictions, recognition preferences, and communication consent. Share appropriate impact updates and follow through on donor commitments within approved authority.
Respect confidentiality and donor choice. Never pressure residents or families to give or connect giving with access to care or services; obtain required consent before sharing stories or personal information.

Major-Gifts Pipeline & Leadership Support

Identify and qualify prospective major-gift relationships using appropriate research and conversations; maintain a prioritized pipeline and coordinate cultivation plans with the leadership team.
Prepare donor briefings, meeting agendas, outreach, schedules, draft proposals, and follow-up for Director- and CEO-led major-gift requests. Record outcomes and ensure next steps have clear owners and dates.
Refer proposed restrictions, unusual gifts, or commitments requiring approval to designated leadership. Do not independently finalize gift acceptance, promise restricted uses, or commit Bethany to unapproved terms.
Coordinate planned-giving referrals and follow-up with leadership and appropriate partners, including Barnabas Foundation when authorized. Do not provide legal or tax advice. Provide grant research, materials, and deadline support only as assigned; grants are secondary to donor relationships.

Donor Communications & Engagement

Draft donor-centered correspondence, impact stories, and campaign materials under the Director of Marketing & Communications’ strategic direction and approval, coordinating Foundation-related communications with the Director of Administration.
Partner with Administration on donor event outreach and relationship-building. Coordinate messages so donors receive a consistent experience.
Gather accurate mission-impact information from campus and service leaders with appropriate permissions. This position does not own admissions, occupancy strategy, Bethany’s overall marketing function, or website and social-platform administration.

Event Coordination

Coordinate invitations, RSVPs, schedules, materials, and follow-up for donor and community events, in partnership with Administration.

Donor Information & Accountability

Work with Director of Administration to maintain the approved donor-management system and accurate contact, interaction, preference, and stewardship records. Recommend data cleanup and documentation standards; safeguard information through approved access and secure handling.
Coordinate gift information and acknowledgment workflows with the Director of Administration and Finance Team, which retains accounting, deposits, reconciliation, tax-receipt standards, and gift-processing controls. Escalate discrepancies rather than bypassing financial controls.
Provide regular reports on engagement, retention and reactivation, acknowledgment timeliness, record quality, and pipeline progress. Review results with the Director and recommend practical improvements without assuming preset fundraising quotas.

WelcomeHome Inquiry Intake

Enter incoming prospective-resident inquiries, record required contact, service-interest, and source information, and route each inquiry to the appropriate staff member for follow-up.

Department and Project Coordination

Maintain the shared calendar and tracker for campaigns, donor activities, and events. Track deadlines, approvals, owners, and next steps; schedule meetings and follow up on action items.

Reporting and Data Quality

Prepare routine reports from WelcomeHome and the donor system, check records for missing information, and flag unassigned inquiries or overdue follow-up for leadership's review.

Key Relationships

The Coordinator reports directly to the Director of Marketing & Communications and partners with the CEO on major-gift relationships, requests, and strategic approvals. The Director of Administration remains the senior peer responsible for Foundation Board liaison and governance-related administrative coordination; the Coordinator supports donor engagement and events in partnership with that role, not in place of it. Finance retains financial controls and accounting. Campus leaders, Human Resources, donors, community partners, and authorized planned-giving partners are additional working relationships.

Requirements

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Build trust through active listening, compassionate communication, sound judgment, and dependable follow-through.
Translate goals into organized, repeatable processes and use accurate information to recommend improvements.
Collaborate across departments, respect approval boundaries, and handle donor information with discretion and integrity.
Use resources responsibly, support a harassment-free environment, and observe safety and security procedures.

Qualifications

The requirements below describe the knowledge, skills, and abilities needed to perform the essential duties. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Demonstrated ability to develop relationships, manage sensitive conversations, and communicate professionally in writing and in person.
Practical understanding of donor cultivation and stewardship, or transferable experience in nonprofit outreach, account relationship management, or community engagement.
Ability to organize multiple priorities, maintain accurate records, develop workable procedures, and use data to guide follow-up.
Ability to work independently within approved plans while coordinating closely with leaders and Finance. Nonprofit, senior living, or healthcare experience is preferred.

Education and/or Experience

Two to three years of relevant experience in development, donor relations, nonprofit outreach, relationship management, or a closely related field is preferred. Relevant education in communications, nonprofit management, business, or a related field is helpful; an equivalent combination of education and experience will be considered. These proposed requirements are subject to Human Resources validation before posting.