Development Events & Volunteer Manager

Description

Position Title: Development Events & Volunteer Manager

Department: 60 – Development

Reports To: Director of Development

FLSA Status: Exempt

To perform this position successfully, an individual must be able to perform each duty and/or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Position Summary

The Development Events & Volunteer Manager serves as the liaison for O-pa’s affiliate groups, Presenters Circle and Young Patrons Circle, oversees all donor events including cultivation/stewardship events, capital campaign-related events, and manages the donor lounges. Performance goals include achievement of the Presenters Circle and Young Patrons Circle revenue and membership goals. Values points-of-view and experiences that are shaped by each individual’s unique background, celebrates diversity and actively stands as an ally. Must adhere to O-pa’s Core Values of Team, Inclusion, Trust and Integrity.

Position Duties And Responsibilities

Presenters Circle

• Serves as the O-pa staff liaison and facilitates all communication between the Presenters Circle and O-pa.
• Manages all events including the Annual Meeting, Family Event, behind-the-scenes events, and other engagement activities.
• Creates annual budget and tracks expenses.
• Reviews membership and financial reports with the Development Systems Coordinator and communicates the status to its Executive Committee on an ongoing basis.
• Creates membership materials and manages the membership drive in collaboration with its Board to increase financial support and to build awareness of the Presenters Circle and O-pa.
• Prepares materials and attends monthly Board meetings including arranging an O-pa speaker/programming component, reporting on any relevant O-pa information, and preparing and providing copies of all meeting materials.
• Prepares materials and attends the Presenters Circle monthly Executive Committee meetings.
• Assists the Presenters Circle and VP of Development with planning all aspects of the biennial fundraiser Broadway Ball and biennial friend-raiser Stage Party.
• Reviews annual membership and revenue goals with the Development Systems Coordinator.
• Manages and tracks all event details (i.e. reservations, dietary preferences, etc.) through the Tessitura database.
• Oversees that all event donations and membership payments are entered in Tessitura and that acknowledgements are sent in a timely manner.
• Updates the Presenters Circle social media and website portals.
• Tracks volunteer opportunities, hours and staffing.
  
  

Young Patrons Circle (YPC)

• Serves as the O-pa staff liaison and facilitates all communication between the YPC committee and O-pa.
• Coordinates all benefits to keep the group engaged, attract new and retain current members.
• Plans annual signature event and develops event revenue and expense budget.
• Manages and tracks all event details (i.e. reservations, dietary preferences, etc.) through the Tessitura database.
• Prepares materials and attends the Young Patrons Circle monthly committee meetings including arranging an O-pa speaker/programming component, reporting on any relevant O-pa information, and preparing and providing copies of all documents for the meetings.
• Oversees that all YPC membership payments are entered in Tessitura and that acknowledgements are sent in a timely manner.
• Reviews Young Patrons Circle annual membership and revenue goals with Development Systems Coordinator.
• Represents O-pa at area young professional events and/or meetings to disseminate information and attract members/donors
• Updates Young Patrons Circle social media and website portals.
  
  

Donor Special Events

• Manages all aspects of donor special events such as donor recognition receptions, cultivation events, campaign-related events, and other special events.
• Creates invitations and mailing lists for special events and tracks reservations.
• Manages special events’ budgets.
• Manages catering needs and logistics with other O-pa departments including production, education, event coordination, marketing, facilities and front of house to ensure all aspects of the event run smoothly.
• Manages all décor and rental needs with appropriate external vendors.
• Manages all donor photos from events, meet & greets, etc. in photo database.
• Manages all Development department events in venue event management software.
• Coordinates any post-event stewardship needs
  
  

Donor Lounges

• Manages donor lounges in the Holland Center and Orpheum Theater to make sure they are maintained.
• Communicates with donors to invite them to the lounge when open, offer vouchers when not, and relay any special needs or requests to the appropriate staff contact.
• Communicates all donor needs to appropriate staff, including catering needs, parking, volunteer needs to Front of House, programming for any special meet and greet opportunities, valet, etc.
• Ensures staffing of the lounge and all necessary lists and other items are provided.
  
  

Requirements

Minimum Experience and Qualifications:

• Minimum three (3) years’ experience in volunteer management, event planning, and fundraising preferably with a nonprofit organization. Five (5) years preferred.
• Detail-oriented and able to produce an accurate, high-quality and professional work product.
• Flexible and able to perform a variety of tasks in a fast-paced environment.
• Highly organized and able to prioritize multiple, competing projects and meet strict deadlines while following through to completion.
• Demonstrates self-direction and initiative to identify projects, tasks, or other activities that will further the department’s goals.
• On a regular and continuous basis, exercises good judgment and sound decision-making skills. Assumes responsibility for decisions, consequences and results having an impact on people, costs, and/or quality of service.
• Maintains strict confidentiality of all O-pa information.
• Excellent verbal and written communication skills.
• Must be service-oriented. Corresponds in a timely, pleasant and professional manner with all O-pa constituents (staff, patrons, volunteers, donors, etc.).
• Proven ability to work under pressure while maintaining composure and a pleasant demeanor.
• Flexible schedule required to service donor cultivation and stewardship events, meetings, receptions, etc. Work will be performed outside of normal business hours.
• Proficient in Microsoft Office Products, especially Word, PowerPoint and Excel.
• Ability to learn and work efficiently in a specialized donor database program.
• Prefer experience or knowledge of Microsoft Publisher and database software programs.
  
  

Minimum Education Requirements

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

Supervisory Responsibilities

• None.
  
  

Physical Demands

• 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).