Donor Relations Coordinator

About MADRE

MADRE is an international human rights organization that strengthens communities locally by centering the expertise of women and girls within them. MADRE builds sustainable, networked partnerships and champions equity through systemic policy solutions and funding. MADRE integrates grantmaking, organizational strengthening, and legal advocacy to achieve its goals. Since its founding in 1983, MADRE has provided more than $65 million in grants to support women and girls in more than 40 countries. Learn more about MADRE’s work at: https://www.madre.org/.

Position Summary

The Donor Relations Coordinator is a union-represented position responsible for executing and supporting a range of activities across MADRE’s fundraising and development programs. This role involves managing donor relationships by providing logistical and service support for the Individual giving team, with a focus on communications with donors, including, without limitation, acknowledgments, stewardship, fundraising operations, data tracking, donor processing, and managing donor relations.

Location: New York City, NY

Exemption Status: Exempt

Union/Non-Union: This role is a union-represented position

Reports to: Chief Strategy Officer (CSO)1

Team: Development

Collaborates with: Communications; People, Culture, and Operations; Grantmaking & Partnership; and Advocacy & Policy

Salary: $78,000 (Please note this salary is in line with Step One, in our collective bargaining agreement, and non-negotiable.)

Position Description

The Donor Relations Coordinator plays a vital, execution-focused role and collaborates with MADRE’s staff to ensure relationship-centered, efficient, accurate, and mission-aligned fundraising operations. This position is responsible for acknowledging and individual donations, implementing donor stewardship plans and acknowledgment workflows, assigning actions to development team members, and providing responsive donor services. The Donor Relations Coordinator is expected to manage internal systems for tracking revenue (including digital donation forms), maintain up-to-date fundraising records, organize donor data, and support fundraising events. Additionally, the Donor Relations Coordinator is responsible for efficient, timely communication with donors and co-workers, liaising with vendors and consultants, and may be responsible for the supervision of interns.

Core Responsibilities

Donor Communications, Gift Processing, and Gift Acknowledgment:

• Ensure efficiency and accuracy in donor processing and acknowledgment procedures, personalization, and timely execution.
• Identify and communicate necessary donor actions for Development team members, such as thank you calls or cards, follow-up communications, further cultivation, etc.
• Draft and send grant acknowledgment letters and other communications to institutional funders and individual donors, incorporating program and gift-specific language.
• Liaise and cultivate relationships with donors and funders regarding gift processing, including:
  • Serve as the primary point of contact for MADRE’s general donor inboxes and route emails appropriately.
  • Manage day-to-day donor communications from MADRE’s general giving inboxes, escalating as needed to the appropriate team members. Create donor engagement materials and communications in collaboration with other team members.
  • Respond to donor inquiries via email or phone regarding online donations, monthly giving, and tax receipt requests.
  • Solicit and cultivate relationships with current and prospective institutional funders, including stewards.
• Provide timely and courteous support for donor and funder issues, including technical support with online donations and requests for documentation.
• Record and analyze common questions or concerns from donors and funders to determine trends and improve the donor/funder experience.

Donation Platform Management and Integration:

• Assist with donation forms and landing pages using MADRE’s online giving tools, ensuring alignment with current fundraising campaigns.
• Assist with adding tracking codes (UTMs) to forms and ensure proper fund designation and back-end data capture.
• Regularly assist with testing donation forms for functionality and troubleshoot any issues with support from technical staff or vendors.

Revenue Tracking and Reporting:

• Support the collection and maintaining of gift tracking documents for both individual and institutional donations, and data on the performance of individual giving initiatives and donor engagement strategies.
• Assist with tracking and categorizing incoming gifts by donor type, fund, fiscal year, and restricted or unrestricted status, and add tracking codes (UTMs) to forms.
• Generate weekly and monthly revenue reports for internal team use, and support team analysis of trends and revenue patterns to ensure effective stewardship.
• Coordinate with the People, Culture & Operations team and other team members to reconcile donation data and ensure reporting consistency.

Prospect Research and Data Entry:

• Conduct research on current and potential donors using online tools and databases.
• Maintain detailed and up-to-date lists of current and prospective donors and funders, and record/report all gifts and grants.
• Enter donor touchpoints (e.g., meetings, emails, outreach) into the database and support moves management processes as requested.
• Monitor Google Alerts for key donors and share updates with the team as appropriate.

Internal Coordination and Meeting Support:

• Assist with facilitating weekly team meetings, including drafting agendas, capturing notes of fundraising and development operations meetings, and tracking and following up on action items.
• Compile donor call sheets and briefing documents for use by fundraising staff, the Executive Leadership Team, and Board members.
• Event and Donor Engagement Support:
• In coordination with the Donor Relations Officer, assist with fundraising and donor events, including but not limited to handling event logistics, creating detailed project timelines, coordinating vendor services, assisting with researching attendees for bios, maintaining attendee lists, and facilitating follow-up communications.
• Support event-related mailings and outreach (including call scripts, thank-you letters, and donor packets).
• Provide administrative support before and after events (e.g., scheduling, data entry, follow-up tasks).
• Attend fundraising events, speaking engagements, and meetings.

Support with Contract Execution and Budget:

• Support the review and routing of funder and donor contracts and agreements, coordinating signatures and internal filing.
• Track quarterly revenue and ensure accurate recordkeeping of grant deliverables and timelines.
• Assist in the preparation of supplemental grant materials, such as budget attachments, reports, and funder updates.

Other:

• Supervise interns and liaise with vendors and consultants, as required.
• Collaborate with the Development team on learning/evaluation efforts.
• Cross-collaborate and communicate with all MADRE teams to support learning and information sharing.
• Exercise discretion and independent judgment in the performance of the above-outlined responsibilities.
• Perform other tasks and duties as assigned by management.

Required Qualifications

• Commitment to MADRE’s mission, vision, and values, with an understanding of feminist, social justice, or human rights-oriented work.
• Passionate about human rights, social justice issues, and the philanthropy in supporting local groups for social change.
• Bachelor's degree or equivalent work experience.
• Minimum 2-4 years of experience in fundraising, donor relations, customer service, administrative support, non-profit administration, or a related field preferred.
• Ability to work independently and collaboratively, take initiative, learn in real time, and adapt as organizational needs evolve.
• Demonstrated ability to manage cross-functional projects and workflows, particularly in nonprofit or mission-driven environments.
• Experience coordinating timelines, deliverables, and information across multiple teams or departments.
• Experience in event planning and execution a plus.
• Familiarity with data and digital systems such as Salesforce, Airtable, or other CRMs; ability to partner with technical staff on execution.
• Comfort supporting monitoring, evaluation, and learning (MEL) processes, including organizing or translating insights into internal tools or communications.
• Detailed knowledge of and demonstrated proficiency in the use of computers and databases, including software programs such as Microsoft Office (including Microsoft Outlook, Word, Excel, and PowerPoint) and Google Drive (including Google Sheets, Docs, and Slides).
• Strong organizational and problem-solving skills, with the ability to thrive in a fast-paced, dynamic work environment, including managing competing priorities, reprioritizing tasks as needed, and balancing multiple assignments, projects, initiatives, partners, and deadlines with professionalism and flexibility, and follow-through across complex workstreams.
• Strong written and verbal communication skills, including the ability to manage communications professionally and with a high level of attention to detail and accuracy, the ability to draft clear, structured, grammatically correct writings, experience facilitating meetings, and experience developing internal documentation or knowledge-sharing tools, and experience effectively speaking with supporters.
• Excellent interpersonal skills, including the desire and ability to engage and collaborate with peers and diverse populations, and ability to build relationships and trust with individuals with different personalities, at different levels of seniority, and/or from different backgrounds.