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Annual Fund Coordinator

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Annual Fund Coordinator


Children First


Sarasota, FL, USA

Primary Job Function

Administrative / Clerical, Development / Fundraising, Event Planning

Type of Position


Education Requirement

Bachelor's Degree

Experience Requirement

1-3 years, 3-5 years

Salary Range


Salary Terms


Remote Options

In-Person / In-Office (Not Remote)

How to Apply:

To Apply go to:


Description / Details:

Annual Fund Coordinator

Children First seeks a detail oriented, highly organized individual with excellent people skills who will support the Philanthropy Department. Primary responsibilities include: providing support to and assisting the Philanthropy Department in all of its activities, specifically including annual support, stewardship, fundraising and event assistance. The Associate Director of Donor Relations will give guidance, direction and provide supervision to this position  

Why choose Children First as an employer?

  • We are very proud of the work we do and the people we employ.  
  • We strive to provide a positive work environment that encourages personal and professional growth.
  • We are one of the Top 1% of all Head Start programs in the US.  
  • We are a Program of Excellence.
  • We offer comprehensive care (not just childcare) to our participants and their families.  
  • You will work with fun, dynamic, and passionate coworkers dedicated to making children’s lives better. 
  • We offer competitive pay and benefits.
  • We offer a generous PTO and Vacation time.
  • We are very passionate about the mental health and wellness of our staff and proudly offer an Employee Assistance Program (EAP) as well as Mental Health and Wellness programs.
  •  We offer a retirement savings program that includes matching funds. 
  • Scholarships available to eligible employees to continue education through master’s program.
  • Learn more about us and see why we are your employer of choice

750.00 sign on bonus available for this position 

Licenses / Certifications 

­ Valid Driver’s License and acceptable driving record required– or access to transportation for site visits.
­ Immediate/continued enrollment in the Criminal History Registry-Child Care Division.
­ Current Health Appraisal, updated every two (2) years
 Certification in Infant/Child CPR and First Aid certification, desired 

Education / Equivalent Experience  

  • ­ Preference given to those with a minimum of a Bachelor’s degree and at least (2) years’ experience in a fast-paced office environment.
  • Experience in a non-profit organization(s) is preferred.  

Competencies (Knowledge, Skills, and Abilities) 

Knowledge of:

­ Proficiency in Microsoft Office Suite – Word, Excel. 
­ Experience working with nonprofit boards a plus
­ Experience working with donor software programs, especially Raisers’ Edge, a plus.
­ Community resources access and availability

Ability to:

  • ­ Coordinate multiple people and projects.
  • ­ Communicate, orally and in writing, with all levels of audiences.
  • ­ Plan and manage multiple complex projects and details to deadline at the same time.
  • ­ Think creatively to solve problems and make decisions.
  • ­ Build and maintain strong relationships with staff, volunteers and current/prospective donors.
  • ­ Work independently, yet cooperatively, informatively and accountably.
  • ­ Manage time, stress and constantly changing situations.
  • ­ Collect/analyze data and make concise, accurate reports and recommendations.
  • The computer – word processing, database, spreadsheets, Internet and email. 

Physical/Mental Demands  

  • ­ Use manual dexterity, reach with hands and arms, stretch, type, and talk or hear.
  • Respond both physically and mentally to emergency or crisis situations. 

Environmental Conditions  

  • ­Occasionally lift and or move up to 50lbs.
  • ­ Experience variability in temperature, environment, and noise.
  • ­ Experience smells associated with children who are ill.
  • ­Come in contact with children who are ill and/or possibly contagious.
  • This position requires the ability to withstand strain and stress to meet deadlines and other pressures.
  • It also requires the ability to lift and carry boxes of materials for meetings and events on occasion.
  • Use of personal car on official business travel may be required.
  • Valid Florida driver’s license and proof of insurance are required. Some work on evenings and weekends will be required as needed for events. 

Day to Day Duties

Provide Support to the Associate Director or Donor Relations: 

  • Schedule a variety of meetings (notify participants of meeting times, location and agenda), take meeting minutes and send reminders for agenda items — with board members, donors, leadership and staff (1:1 and regular weekly/bi-weekly meetings, team meetings, donor strategy meetings)
  • Track local travel/expenses for monthly expense reports
  • Schedule annual staff retreats
  • Communicate with staff regarding any new procedures, and disseminate information to staff
  • Make travel/hotel arrangements as necessary
  • Keep Associate Director of Donor Relations abreast of office issues as necessary and appropriate
  • Support Associate Director of Donor Relations with Annual Support Calendar

Assist with Ambassador Days/tours:

  • Assist Philanthropy team in maintaining robust calendar of donor visits
  • Work  with front desk reception staff to coordinate and reserve meetings/event setups in the conference rooms for Philanthropy-related activities
  • Order & pick up food, setup & cleanup of conference room 
  • Greet/check-in guests, hand out programs, other help as needed
  • Coordinate maintenance needs and necessary work requests
  • Organize, assemble & coordinate tour materials
  • Create folder for meetings, tours,  etc.
  • Assist in organizing photos to create slideshows during tours 

Annual Support

  • Maintain Annual Campaign Calendar 
  • Work with Associate Director of Communications on letters 
  • Assist in assembly of annual support materials, agency brochures, and other marketing materials
  • Mailings: planning ahead to meet deadlines, assist/proofread correspondence, print materials, stuff and seal envelopes, and ensure appropriate postage and materials.
  • Work with the Director of Database and Grants Administration on supporting the coordination of annual grant requests, reports, and funder stewardship updates.


Annual Stewardship

Assist with donor recognition activities as necessary (ordering flowers, gifts, etc.)
· Track and send occasion cards to donors (birthday, anniversary, sympathy, get well,etc)
· Track and send occasion videos to donors
· Track and acknowledge all Philanthropy staff birthdays and special occasions
· Track and send first time donor postcards 
· Handle other miscellaneous matters as they arise (ex: secure artwork from children for cards and other stewardship related needs)

Philanthropy Department Assistance:

  • Raiser’s Edge-Track donor names and other duties as assigned.
  • Manage checkout of marketing equipment within department
  • Assist in electronic and physical filing of photo releases as needed
  • Update staff lists for the office and emergency contact lists
  • Work with the executive office and philanthropy team members to maintain supply inventory (ink, paper, labels, notecards, pens, business cards, letterhead, etc.) and ensure all philanthropy-related items remain stocked through central purchasing system; keep office printers stocked with paper
  • Make sure all supplies are organized and labeled for ease of use and inventory
  • Answer telephone/greetings of guests
  • Coordinate maintenance needs and necessary work requests
  • Create folders for tours, ambassador days, etc.
  • Holiday program support: Assist with requests, assignments, purchasing, pick-ups, and drops-offs for all holiday related functions

Fundraising/Stewardship Event Assistance

  • Assist with committee meeting setup (printed materials, folders, food, décor, etc.)
  • Event prep and day-of support
  • Sponsorship request mailing
  • Update record system with new donor contact information
  • Assist with Event Auction/Raffle

Auction Request mailing

  • Securing items (mailing, online forms, etc)
  • Coordinating with donors to obtain items
  • Following up for items
  • Managing auction item spreadsheet
  • Assist with putting together baskets
  • Coordinate all signage 
  • Assist with event software process for gala and fall events
  • Support day-of processes
  •  Post event distribution of items

Support Social Media Committee

  • Take meeting minutes
  •  Assist and use software design products for social media

How to Apply:

To Apply go to: