External Relations Coordinator

POSITION TITLE: External Relations Coordinator

LOCATION: Louisville, KY

STATUS : Full - Time, Salaried, Exempt

PROGRAM: Administration and External Relations

REPORTS TO : Associate Director of Communications and Marketing

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:

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 and Paid Time Off

• *Loan forgiveness options through federal programs
• (National Health Corp & Public Service Loan Forgiveness)
• *All company paid benefits and paid time off effective day one

Training & Development

• VOA LEAD Program- Leadership Development Program
• VOA University - Staff Development
• VOA Academy - Clinical Training and Development

JOB SUMMARY:

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 role owns day-to-day coordination across social media, donor relations and outreach, Raiser’s Edge, board and committee support, department meetings and events. The coordinator anticipates needs, builds practical systems, follows through on details and takes initiative to resolve routine issues so the department can focus on advancing Volunteers of America Mid-States’ mission.

The ideal candidate is a highly organized self-starter who can turn broad direction into a clear plan, manage competing deadlines and communicate progress.

QUALIFICATIONS:

We prefer candidates with a Bachelor's degree in a related field or at least 2-4 years of experience in an office administrative role, demonstrating a strong track record in customer service. The ideal candidate should excel in planning, organizing, and managing resources to achieve specific goals within set timeframes. A proven ability to work collaboratively with a diverse range of internal and external stakeholders is essential. High-level proficiency in Microsoft Office is required, and experience with social media and content creation is highly valued. Familiarity with Canva and experience with the Adobe Suite is considered a plus

RESPONSIBILITIES:

Coordination and execution of department responsibilities

• Coordinate fund development activities including program tours and other fund development events.
• Represent Volunteers of America at donor events, as needed.
• Assist in integrating multi-year donor communication plan.
• Manage internal communication plan.
• Help with research for Business Development as needed.
• Plan and run bimonthly External Relations department meetings, including soliciting agenda items, preparing materials, facilitating the meeting, documenting decisions and tracking follow-up actions.
• Other duties as assigned

Administrative Support

• Maintain departmental and departmental directors’ calendars as needed
• Prepare expense reports and manage Certify for department senior directors and the VP
• Facilitate volunteer background checks and information in CRM, manage CRM in close collaboration with Affiliate Chaplain.
• Assist in coordinating the agenda of the ER quarterly meetings and other outings as needed
• Coordinate departmental and organizational mailings
• Assist the Director of Strategic Initiatives and Board Relations with Board of Directors meetings and helping staff the ER Committee
• Provide front desk coverage on a rotating basis and deliver professional service to callers, guests and internal partners.
• Manage PQI, Rocks, goals and other outcomes reporting for External Relations department
• 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.
• Support donor stewardship and outreach by coordinating donor acknowledgements, and other communications.
• Assist with the implementation of a multi-year donor communication plan in collaboration with the VP of External Relations.

Event Coordination

• Coordinate all logistics for External Relations events, including schedules, facilities, invitations, registration, catering, supplies, signage, technology, volunteer coordination and attendee communications.
• Manage event plans, checklists, timelines and run‑of‑show documents; communicate responsibilities and follow up with partners to keep work on schedule.
• Provide hands‑on event support, including room setup, material preparation, guest support and teardown.
• Coordinate donor and program tours with service-line leaders, ensuring agendas, facilities, materials and follow‑up are ready.

Marketing Support

• Assist in the development and implementation of marketing materials such as brochures, flyers and advertisements as needed from the communications department.
• Lead day‑to‑day social media coordination across VOA Mid‑States’ locations in Kentucky, West Virginia, Tennessee and Southern Indiana. Proactively build relationships with employees and program teams to uncover stories, events and opportunities for promotion, while serving as the go‑to resource for social media needs across the organization.
• 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.
• Act as the primary point of contact between the External Relations department and the Office of the President.
• Keep the External Relations department informed about the President's initiatives, activities, and priorities in collaboration with the Executive Coordinator to keep the department informed and action items needed from the department
• Lead VOA Mid-States’ bimonthly Dial and Dialogue call, working across departments and service lines to identify relevant topics, coordinate presenters and create an engaging forum that keeps employees informed and connected to work happening across the organization.

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 ..