Covenant Bay Advancement Team

6/6 Positions Available

The Covenant Bay Advancement Team is a dedicated group of volunteers established to support the financial sustainability and strategic growth of Covenant Bay Bible Camp. Reporting directly to the Executive Director (ED), the team executes pre-approved fundraising plans focusing on donor stewardship, cultivation, and grant support.

The core objective is to drive the camp’s mission by securing funding for Operational needs and the Capital Project (New Dining Hall), ultimately enhancing the spiritual and physical impact on young people served by the camp.

Responsible to: Executive Director

Volunteer Role Descriptions (3-5 Hour Weekly Commitment)

The team is structured around three specific roles designed for a low-hour commitment, allowing volunteers to choose the area that best suits their skills and schedule.

Donor Steward (The Relationship Builder)

This role focuses on relationship maintenance and ensuring every donor feels valued and informed. Ideal for individuals who enjoy personal connection and are reliable with administrative follow-up.

Primary Focus: Stewardship, acknowledgment, and personalized communication.
Key Tasks:

Thank You Process Execution: Regularly executing the official Donor Acknowledgement plan (e.g., personalized thank-you calls, sending handwritten notes, preparing simple impact reports).
Personal Connection: Maintaining consistent, intentional connection with a small, assigned list of donors throughout the year (e.g., sending camp updates, birthday greetings).
Feedback Reporting: Providing timely feedback to the ED on donor sentiment and suggested improvements to stewardship processes.

Time Commitment Target: 3-5 hours per week (often flexible).

Event Coordinator Assistant (The Organizer)

This role provides essential logistical and execution support for camp fundraising events. Ideal for individuals who are detail-oriented, reliable, and enjoy a structured, time-sensitive task load.

Primary Focus: Event support, invitation logistics, and guest follow-up.
Key Tasks:

Invitation Execution: Assisting the ED with the preparation, mailing, and tracking of invitations for key fundraising and donor cultivation events (e.g., banquets, tours).
On-Site Support: Volunteering to manage check-in, registration, and hosting duties during events.
Post-Event Follow-up: Executing follow-up calls or notes to event attendees as directed by the ED.

Time Commitment Target: 3-5 hours per week, with potentially heavier load leading up to events and lighter load afterward.

Grant & Research Assistant (The Writer/Researcher)

This role focuses on securing institutional funding by preparing proposals and researching new opportunities. Ideal for individuals with strong written communication skills and comfort with independent online research.

Primary Focus: Grant writing execution and funding source identification.
Key Tasks:

Grant Drafting: Drafting and preparing grant applications using content, budgets, and narrative outlines provided by the ED.
Funding Research: Identifying and researching new potential funding sources (e.g., foundations, corporate giving programs, new grant opportunities) for formal review by the ED.
Administrative Support: Organizing and filing grant materials and supporting documentation.

Time Commitment Target: 3-5 hours per week (often project-based and highly flexible).

Team Structure & Commitment

Reporting Structure & Authority

Reports To: The Executive Director (ED).
Autonomy: The team operates primarily in an executional capacity. They are responsible for implementing plans, processes, and communication drafted or approved by the ED.
Input & Refinement: The team is highly encouraged to provide feedback, insights, and suggestions to the ED on how to refine and improve the execution of existing plans, especially concerning donor connection effectiveness.
Donor Assignment: The team is granted the authority to select and maintain relationships with a small, specific list of individuals for personalized connection, as approved by the ED.

Time Commitment

Volunteers commit to an average of 3-5 hours per week.
Flexibility is required around major events or critical grant submission deadlines.

4. General Qualifications and Expectations

Required Skills: Strong communication (written and verbal), close attention to detail, reliability, and proficiency with basic computer applications (email, word processing).

Core Character: A demonstrated passion for the mission of Covenant Bay Bible Camp and a professional, positive demeanour in all external interactions.

Confidentiality: Demonstrated discretion and integrity when handling confidential donor data and financial information.

Key Deliverables: Timely execution of the thank-you program, successful support of fundraising events, and submission of well-researched, completed grant drafts.