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