Philanthropy Coordinator

SUMMARY

The Philanthropy Coordinator is responsible for providing support services for the Philanthropy department, including maintaining the development database, processing contributions and donor acknowledgement letters, conducting prospect research, and assisting with annual fund appeals. This role provides general administrative support for the Philanthropy department.

RESPONSIBILITIES

Oversee the Tessitura database to maintain accurate and thorough development records
Maintain processes for gift acknowledgement, donor billing/invoicing, and donor recognition
Track and reconcile departmental expenses and inventory
Maintain and coordinate matching gifts program and calendar
Assist with preparing, reconciling, and generating development reports and reconciliation with finance department
Assist with email/digital appeals and communications for Annual Fund donors
Oversee coordination and proofing of Philanthropy print communications including program donor listings and Philanthropy publications
Conduct prospect research and maintain database records/lists for donors, lapsed donors, and qualified prospects; maintain biographical data
Coordinate weekly Philanthropy staff meetings and gatherings
Liaise with Box Office staff to ensure timely and accurate fulfillment of donor ticketing requests
Generate Prospect Seating Reports prior to performances
Coordinate third-party ticket donation requests
Support and coordinate “thank you” initiatives, i.e. thank you phone calls, personal thank you notes, membership benefits fulfillment, etc.
Support departmental mailings including Annual Fund appeals
Support and coordinate, with direction from the Events Producer, the preparation and staffing of Philanthropy events and board meetings as needed, including tracking invitations and RSVPs, preparing nametags and other materials
Provide staffing support for the activities of the Philanthropy and Public Engagement departments, including, but not limited to, staff support for digital and onsite BLO events and productions, board meetings, pre-event support, etc.
Coordinate fundraising components of events like Galas, as needed
Monitor departmental email and phone lines, routing messages to appropriate staff
Support, as needed, on proposal preparation for Philanthropy team
Contribute new ideas and/or initiatives related to all fundraising activities

Requirements

QUALIFICATIONS

Bachelor’s degree with related development/fundraising experience
Highly organized, self-motivated with strong written and verbal skills
Ability to work on multiple fronts and meet frequent deadlines
Creative and strategic thinker with an ability to manage and present relevant financial information
Proficiency with Microsoft Office (Word, Excel, PowerPoint)
Proficiency with Tessitura database software is a plus
Some night and weekend work is required