Employment / Executive Outreach Coordinator
SUMMARY
The Executive Outreach Coordinator provides high-level administrative, communication, and project support to the President of Shepherds Foundation, Inc. (SFI) and plays a vital role in advancing the outreach operations of Shepherds College. This position supports key initiatives in fundraising, student admissions, marketing, and expansion, ensuring excellence in planning, execution, and follow-through.
The role is based on the Shepherds College campus in Union Grove, Wisconsin, with the potential for periodic remote work as approved by the President. Candidates should be energized by a dynamic, mission-driven environment and eager to contribute to a collaborative team making a lasting impact.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Executive & Administrative Support
- Manage calendar appointments, travel arrangements, and meeting schedules for the President of SFI / VP of Strategic Partnerships.
- Assist with meeting preparation, note-taking, action tracking, and follow-up communication.
- Prepare and format materials for internal and external communications, presentations, and reports.
- Maintain an outreach operations dashboard, integrating 1-, 3-, and 5-year departmental strategic plans.
Board & Donor Communications
- Coordinate logistics and prepare materials for SFI Board meetings, including agendas, packets, and minutes.
- Manage professional communication and follow-up with board members, major donors, and strategic partners.
- Draft and proof donor acknowledgments, stewardship emails, and presentation materials.
Board & Donor Communications
- Coordinate logistics and prepare materials for SFI Board meetings, including agendas, packets, and minutes.
- Manage professional communication and follow-up with board members, major donors, and strategic partners.
- Draft and proof donor acknowledgments, stewardship emails, and presentation materials.
Fundraising & Admissions Support
- Maintain and update Raiser’s Edge donor database and other CRM systems.
- Process incoming gifts and mail, prepare donor receipts, and assist with donor segmentation and campaign tracking.
- Generate donor database reports and queries in Raiser’s Edge & Raiser’s Edge-NXT.
- Provide operational and communication support for donor cultivation events and student recruitment initiatives.
Event & Project Coordination
- Provide administrative and logistical support for major events, including:
- Empowered for Purpose cultivation events
- Preview Days and student recruitment functions
- Expansion luncheons and stakeholder meetings
- Volunteer projects and mission-aligned service days
- Conferences, exhibits, and partner-hosted gatherings
- Assist in event planning, vendor coordination, RSVP management, and hospitality logistics.
Expansion & Strategic Initiative Support
- Support assigned activities related to expansion operations, including:
- The launch and operation of a Trained for Life Center in Florida
- The promotion and sale of On and For a Purpose (O4P) curriculum
- The pursuit and implementation of Created for Community site models and SC International Centers
- Assist with scheduling, travel, documentation, and communication related to these initiatives.
Outreach Coordination & Workflow Optimization
- Maintain a master outreach calendar aligned with fundraising, admissions, and marketing goals.
- Coordinate with internal departments on campaign deadlines and shared deliverables.
- Assist with project management tools and task tracking to enhance collaboration and execution.
- Provide operational support to the Campus Store as assigned (e.g., POS coverage, inventory support, merchandising for events/peak periods).
- Support Marketing as assigned, including social media content development, project coordination, and proofreading.
Donor Stewardship & Community Engagement
- Participate in stewardship initiatives such as Thank-a-thons, Giving Day, the Student Center, and other campaigns.
- Help develop and maintain stewardship records, donor stories, and impact narratives.
- Coordinate communications and logistics for volunteer groups, church partners, and visiting donors.
SKILLS/EXPERIENCE & EDUCATION
- A bachelor’s degree is required.
- Minimum of five years of ministry relations, sales, customer service, or similar experience.
- Demonstrated success in customer service, networking, and project management.
- Excellent listening, verbal, and written communication skills.
- Familiarity with CRMs and project management tools.
- Proficiency in standard office software tools and applications.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid driver's license.
QUALIFICATIONS
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Employee must complete a TB skin test and a physical exam which certifies freedom from communicable disease within 90 days before beginning employment. Medical documentation of TB skin test results and physical exam must be submitted to the Human Resources Department prior to beginning employment.
Shall have an understanding of, liking for, and respect for individuals with intellectual disabilities; a personality suitable for work with individuals with intellectual disabilities; and a capacity to perform the kinds.
ALIGNMENT WITH OUR MISSION
Employee shall commit to the mission of Shepherds College, which is to educate and train students with intellectual and developmental disabilities by equipping them to reach Appropriate Independence TM (Ai) through the development of vocational, social, and life skills while inspiring a lasting awareness of God’s plan for their lives. Employee shall have a deep understanding of Ai and its guiding principles, as Ai is the foundation of our education and training programs here at Shepherds College.
ALIGNMENT WITH OUR CULTURE
Employee must be in alignment and in agreement with the eight key behaviors that shape our culture here at Shepherds College: 1) Model Christ-Likeness - Point others to Jesus through our actions and words; 2) Be Creative - Practice strategic innovation; 3) Pursue Excellence – Whatever it is, make it better; 4) Maximize Strengths - Cultivate the value and potential of every individual; 5) Promote Professionalism – Present the best you, always; 6) Work Together – Collaborate to fulfill our mission; 7) Embrace Accountability – Own the process and the outcome; 8) Experience Gratitude – Recognize and affirm the good.
ALIGNMENT WITH OUR FAITH
Employee must be in full alignment and agreement with the Shepherds College Statement of Faith and Biblical Responsibilities of Shepherds Staff. Employee must be part of a faith community that is aligned with traditional protestant Christian faith.
REASONING ABILITY
Must have the ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram or schedule form. Must be able to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand and sit. The employee is occasionally required to walk and reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.
Become a vital part of the Shepherds College mission!