Rock River Coalition Online Fundraising Auction Coordinator Position Description

Interested in helping us raise funds to support our mission? This position could be for you!

Salary: $18/hour

Position Length: The Online Fundraising Auction Coordinator is a part-time limited term position. Hours are variable but are expected to average 5-15 hours/week September 1st through November 30th.

Location: The Rock River Coalition office is in Jefferson, Wisconsin at 864 Collins Road. However, the person in this position would work from a home office but must be available to work from the office during regular office hours as needed.

Responsibilities

The Auction Coordinator is responsible for organizing and managing all aspects of the online silent auction event, including soliciting donations, coordinating logistics, and ensuring a smooth and successful auction experience. This role involves pre-event planning, on-site management, and post-event follow-up. The coordinator also communicates with in-kind donors and participants and manages the auction items and bidding website. 

Pre-Event:

• Solicit Donations: Work to secure donations of items and services for the silent auction.
• Develop a Wish List: Brainstorm and create a list of desirable auction items.
• Create a Procurement Plan: Develop a plan for reaching out to potential donors and tracking donations.
• Manage Item Logistics: Oversee the storage, grouping, and arrangement of auction items before the event.
• Prepare Materials: Create item descriptions, populate website and promotional materials for the auction.
• Communicate with Stakeholders: Maintain communication with donors and other relevant parties. 

During the Event:

• Oversee Setup: Ensure that the auction website is properly set up and organized. 
• Manage Bidding: Monitor the bidding process and address any questions or issues that arise. 
• Ensure Smooth Operations: Troubleshoot any problems that may arise during the auction. 

Post-Event:

• Check Out Winners: Check out winning bidders & distributing items. 
• Manage Payments: Ensure that all payments are collected and processed accurately. 
• Send Thank You Notes: Express gratitude to donors and volunteers for their contributions. 
• Analyze Results: Evaluate the success of the auction and identify areas for improvement. 
• Maintain Records: Keep accurate records of donations, sales, and other relevant information. 
• Ensure Proper Storage: Organize and store auction materials and supplies for future use. 
• Follow Up: Follow up with bidders and donors as needed. 

Skills and Qualities:

• Strong Organizational Skills: Ability to manage multiple tasks and deadlines effectively. 
• Excellent Communication Skills: Ability to communicate effectively with donors and attendees. 
• Attention to Detail: Ability to ensure accuracy and completeness in all aspects of the auction. 
• Problem-Solving Skills: Ability to identify and resolve issues that may arise during the event. 

Expected Start Date: September 2nd, 2025