Development Systems Coordinator

Description

 Are you passionate about making a difference and have a knack for managing systems and data? We're looking for a detail-oriented and proactive individual to coordinate and implement various systems for our Development department. You'll play a crucial role in managing gift entry, donor recognition, data archiving, and more. If you thrive in a collaborative environment that values diversity and inclusion, and are ready to contribute to our mission, we want to hear from you! 

Position Summary:

This position is responsible for coordinating and implementing various systems for the Development department including: managing the gift entry and acknowledgment process; managing benefits and recognition; maintaining proper data archiving related to gift acquisition and fulfillment; organizing development mailings, tracking membership campaign performance, researching donors/prospects, and drafting donor communications, reports and presentations. They value points-of view and experiences that are shaped by each individual’s unique background, celebrate diversity and actively stand as an ally. Must adhere to O-pa’s Core Values of Team, Trust, Integrity and Inclusion.

Position Duties and Responsibilities:

Tessitura/Database Management

• Manages all aspects of the Tessitura database for the Development department.
• Creates Tessitura Analytics dashboards for the Annual Campaign, Presenters Circle, and Young Patrons Circle.
• Trains Development staff on existing and new features of Tessitura.
• Develops and maintains Tessitura Users’ Manual for Development Department.

Gift/Data Entry

• Responsible for gift entry and processing for the Annual Fund (individual, corporate, foundations, public, and in-kind), Presenters Circle, and Young Patrons Circle.
• Updates constituent records in Tessitura database in accordance with O-pa’s Data Governance and maintains data integrity.
• Exports lists from Tessitura database.
• Tracks and reports on sources and appeals for the Annual Campaign, Presenters Circle, and Young Patrons Circle.

Donor Research and Information

• Assists with prospect identification and research on current and prospective donors, using iWave donor software.
• Assists with compiling donor profile reports on prospective donors with information on donor’s giving history, capacity, interests, etc.
• Utilizes Activity Stream software to generate segments using donor demographic information.

Membership

• Manages membership drives for Presenters Circle and Young Patrons Circle.
• Tracks revenue goals for Presenters Circle and Young Patrons Circle.
• Creates membership and financial reports for Presenters Circle and Young Patrons Circle and communicates the status to the Development Events & Membership Volunteer Manager.

Acknowledgement Letters

• Assists with generating, preparing, and mailing acknowledgement letters for the Annual Campaign, Presenters Circle, and Young Patrons Circle donors.
• Generates Weekly Contributions Received report to ensure Annual Campaign, Presenters Circle, and Young Patrons Circle donors have received acknowledgement letters in a timely manner.

Pledge Reminders

• Maintains tracking grid of pledges for the Annual Campaign, Presenters Circle, and Young Patrons Circle.
• Prepares pledge reminder letters and invoices for payments on pledges for the Annual Campaign, Presenters Circle, and Young Patrons Circle.
• Facilitates direct mailing of pledge reminders and all donor communication for the Annual Campaign, Presenters Circle, and Young Patrons Circle.

Data/Donor Archiving

• Manages files for all donors, maintaining accurate records and documentation of all correspondence with donors.
• Maintains the confidentiality of donor records and all confidential mail, donor relations, etc.

Mailings

• Assists with all development mailings (renewal letters, acquisition letters, acknowledgement letters, stewardship reports, benefit reminder letters, invitations, bulk mailings etc.) for the Annual Campaign, Presenters Circle, and Young Patrons Circle.
• Manually cleans mailing lists in accordance with O-pa’s Data Governance policies.
• Manages inventory of mailing supplies and postage.

Donor Benefit Fulfillment

• Assists with Super Subscriber benefits fulfillment (behind-the-scenes events, show souvenirs, parking passes, seat treats).
• Manages Circle of Giving, Presenters Circle, and Young Patrons Circle benefits fulfillment.

Donor Lounges and Events

• Assists with hosting the donor lounges.
• Assists with department functions and special events, as needed.

General

• Coordinates the production of development collateral.
• Assists with ticketing requests, as needed.
• Other duties as assigned.

Requirements

Minimum Experience and Qualifications:

•  Two or more years’ experience in an office environment in an administrative support role. 
• Prior experience in the arts and/or fundraising environment preferred.
•  Ability to prioritize and manage several tasks concurrently.
•  Ability to follow through with strict attention to detail.
•  Proficient in Microsoft Office Products (Word, Excel, Outlook and PowerPoint).
•  Experience in the use of CRM software, specifically fundraising and ticketing is preferred.
•  Excellent oral and written communication skills.
•  Ability to work in a team setting with people from diverse backgrounds.
•  Ability to work a flexible schedule including evenings and weekends.

Minimum Education Requirements:

•  Bachelor’s degree or equivalent from an accredited university or college

Supervisory Responsibilities:

•  None

Physical Demands:

•  Must be able to lift up to 50 pounds
•  Required to sit for extended periods of time
•  Requires the ability to stand and walk for extended periods of time
•  The noise level in the work environment is usually moderate

Equipment/Machinery Used:

•  General office equipment (computer, telephone, fax, copier and printer)

Specialized Knowledge, Licenses, Certifications:

• · Valid driver’s license required