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- Donor and Development Services Coordinator
Donor and Development Services Coordinator
TITLE: Donor & Development Services Coordinator FLSA STATUS: Non-exempt DEPARTMENT: Development GENERAL SUMMARY Manage donor and development services tasks including customer service, data entry, record-keeping, gift/pledge tracking, mass email communications, routine maintenance in Tessitura (the database of the CSO) PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Process gifts and pledges to the Chicago Symphony Orchestra. This includes, but is not limited to, the Annual Fund, the Negaunee Music Institute, and the Civic Orchestra. a. Review and record corporate, direct mail, telefunding, volunteer and event gifts and pledges, employer matching contributions, and credit card billing. b. Take lead in processing of VIP donations and other gift processing duties as assigned. c. Provide support in the processing and mailing of receipts and acknowledgements, and other donor communications, as required. 2. Coordinate the telefunding pledge reminder process. a. Pull weekly reports from database to identify open pledges b. Manage the production of multiple rounds of pledge reminders to be mailed and emailed to donors in a timely fashion. c. Track the effectiveness of pledge reminder mailings and donor response rates throughout the pledge reminder cycle. 3. Manage the fundraising registration process for all US states. a. Coordinate with CSO Controller (Finance department) to determine accuracy of all information in the registration and renewal paperwork. b. In consultation with legal advisor, meet all relevant deadlines to maintain current registration status in all states. 4. Manage the creation of Development mass emails (event/benefit invites, newsletters, etc.). a. Design and build HTML emails using the Mail2 email system. b. Maintain a CSO-wide email schedule in coordination with Marketing and Public Relations colleagues. c. Create and maintain email dynamic recipient lists that are integrated between the Tessitura and Mail2 systems. d. Create and maintain patron data collection web forms for RSVPs and surveys e. Track and report to relevant parties email performance and patron response data 5. Assist in the daily maintenance of donor contact and biographical information. a. Participate in data integrity projects including returned mail, address updates, merge and inactivation processes. b. Route gift information and donor correspondence to central files on a daily basis. 6. Assist in gift reconciliation with the general ledger. 7. Assist the Associate Director, Donor and Development Services with yearly audit requirements. 8. Participate in routine donor services tasks. Tasks may include: a. Providing customer service to external customers in requests for information regarding internal inquiries, recent or past donations, or other donor records. b. Acting as the primary liaison for the donor services phone line; providing an ongoing schedule of phone duty; and maintaining the donor services handbook. c. Responding to issues and requests related to benefits and gift fulfillment. d. Assisting the donor events staff at donor events and galas on an as needed basis. 9. Participate in routine development services tasks. Tasks may include: a. Providing customer service to internal customers in requests for donor history and records. b. Partnering actively in the training of staff, development of best practices and documentation, as one of the Development Department’s resources for Tessitura. c. Assisting the fulfillment of data and reporting requests, including the production of donor lists, reports, and extracting data from the database. d. Assisting in the acquisition and upkeep of prospect data and with prospecting initiatives. e. Providing additional operational support to the Donor and Development Services team and the Development Department. 10. Other duties as assigned. REPORTING RELATIONSHIPS 1. Reports to Associate Director, Donor and Development Services 2. Works closely with the other Donor Services Coordinator; Director, Annual Giving and Development Operations; Director, Endowment Gifts & Planned Giving; Prospect Research Specialist & Coordinator, Moves Management; and members of the Patron Services, Finance, and ISS staff. 3. Other contacts include volunteers, vendors, and donors. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED 1. Bachelor’s degree or equivalent experience. 2. 2 years of experience working in fundraising, with a strong emphasis on gift operations, communication, or annual giving required. 3. Familiarity with Tessitura database is preferred. 4. Familiarity with Mail2 email system preferred. 5. Knowledge of basic HTML and Photoshop is preferred. 6. Strong organizational skills and attention to detail. WORKING CONDITIONS Pleasant office environment. On-site presence during regular CSO business hours. Occasional after-hour and weekend event requirements. TO APPLY To apply for full-time, part-time or seasonal positions with the Chicago Symphony Orchestra Association: Email Please email your cover letter, resume and salary history (PDF or Word attachments only) to email@example.com. Mail Please send your cover letter, resume and salary history to: Chicago Symphony Orchestra Association Human Resources Department 220 S. Michigan Avenue Chicago, IL 60604 Fax Please send your cover letter, resume and salary history to 312-294-3838. The Chicago Symphony Orchestra Association is an Equal Opportunity employer which values and encourages a diverse workforce.