Development Coordinator

Title: Development Coordinator

Department: Development     

Reports to: Manager, Development Services

Summary: 

Under the supervision of the Manager, Development Services, the Development Coordinator provides daily administrative support for the giving programs of The Philadelphia Orchestra and Ensemble Arts.  The Development Coordinator is primarily responsible for the processing and acknowledgement of philanthropic gifts, as well as accurately maintaining guest data in our CRM software.

The coordinator works collaboratively across teams to execute the high volume of service and administrative activities of the department. 

Essential Functions:

Maintaining accurate information in the donor database 

Managing the receipt and booking of contributions

Preparing acknowledgement materials

Supporting the administrative needs of the office

Interfacing with patrons through phone, email, concerts, and events  

Manage all aspects of entering contributions into our CRM software (Tessitura), ensuring the highest standards of data integrity and best practices, with tasks including:

Managing the lifecycle of mail received with contributions

Entering contribution data into Tessitura

Coordinating and troubleshooting across departments and adjusting contributions as needed

Administrating the recurring giving program and matching gift programs

Preparing reports and assisting with all reconciliation procedures

Prepare and coordinate contribution acknowledgements across the department

Oversee data hygiene of the development department, ensuring updated communication preferences and gift tracking data in a timely manner

Provide quality customer service to guests by assisting with donor phone lines and e-mail inboxes, responding promptly to all donor inquiries 

Process expenses in accordance with budget procedures; track and keep up-to-date department expenses; complete monthly budget reconciliations to ensure accuracy 

Along with other members of the Development team, staff the donor lounge and special donor information tables 

Collaborate across development services to ensure documentation and standard operating procedures are up to date; assist with training and ongoing education of data entry best practices

Act as point for document retention guidelines, managing digital and paper gift agreements and other documentation to keep us in compliance with IRS guidelines

Provide general Development department assistance as needed 

Education/Experience: 

Bachelor’s degree preferred, or a combination of education and relevant prior work experience. Prior customer service experience required.   

Knowledge/Skills/Abilities: 

Excellent interpersonal, organizational and communication skills (verbal and written).  

A customer-service orientation and collaborative personality, with a high level of comfort interacting with the public in person and on the phone 

Attention to detail and ability to work in a fast-paced office environment. 

Strong, demonstrable proficiency with MS Office products 

Experience working with fundraising databases, knowledge of Tessitura a plus 

Ability to work independently and proactively 

Ability to work with confidential information 

A passion for the performing arts and arts education is a plus 

A cover letter and resume are required.  

Working Conditions/Physical Demands: 

Routine for office environment. The employee will also be required to perform the essential functions of the job during evenings and weekends. 

The Philadelphia Orchestra and Ensemble Arts, Inc. does not discriminate in employment on the basis of race, color, religion, gender (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, or military service.