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Job Description: The Development Associate serves as the backbone of the Development department by overseeing all administrative processes in place to cultivate, solicit and steward Artis—Naples donors at all levels. The Development Associate conducts research, coordinates development events and programs and assists the Senior Development Director with departmental needs. This position requires a highly motivated individual with the desire to work in a fast-paced environment, a high level of professionalism and attention to detail, and the drive to achieve mutually agreed upon goals. An interest in music and its performance as well as art and the public mission of museums is preferred.
Supervises
N/A
Essential Duties and Responsibilities (other duties may be assigned)Development Administrative Coordination
• In collaboration with the Senior Development Director and Development & Stewardship Manager, oversee departmental renewal and stewardship mailings for all levels of donors, including Friends of Artis—Naples ($75 – 1,599), Leadership Circle ($1,600-4,999) and Major Gift donors ($5,000+).
• Develop and maintain general Development Mailing Calendar, creating annual master calendar and updating it as needed throughout the year.
• Coordinate with Patron Services to review, update and track donor records in the Tessitura database on a daily basis, ensuring that all gift records and associated benefits are accurate and reflect donor intent.
• Draft, assign and distribute weekly donor thank you call lists.
• Oversee all benefit card mailings on a weekly basis.
• Track and replenish Development Department’s supply inventory, ensuring that all necessary materials are in-hand in advance of upcoming mailings.
• Help draft, proof and finalize Development letter templates, marketing materials, proposals and more; collaborating with Development and Marketing Department colleagues.
• Coordinate and track donor benefit fulfillment including updating and maintaining spreadsheet with Sponsor & Underwriter information.
• Aid Development team in donor meeting preparation, including compiling and creating folders and marketing materials.
• Work with current databases, Tessitura and DonorScape, to aid all department staff in identifying donors for new or increased engagement.
• Provide critical support to the drafting of donor listings for the monthly Program Book, which requires Tessitura database reporting, data review, organization, proofing and approval routing.
Development Event Coordination
• Support the Development & Stewardship Manager in the coordination, execution and evaluation of fundraising and stewardship events. To include:
o Create and maintain a detailed timeline for each event.
o Coordinate with other in-house departments including marketing, event services, production, security, logistical support, front-of-house leadership and patron services to ensure that each event is successful.
o Prepare and traffic drafts of invitations and save-the-dates from conception through to mailing.
o Based on criteria developed with the Senior Director, select, code, and merge lists for invitations and save-the-dates.
o Prepare and traffic appropriate recognition letters and gifts.
o Coordinate and track sponsorship benefit fulfillment.
o Ensure appropriate RSVP processes including creating the event in Tessitura, taking RSVPs and tracking responses through management reports. Report out to senior staff and stakeholders on an as-needed basis.
o Respond in a timely manner to a high volume of phone calls and emails regarding events.
o Attend all Development Department events; with the oversight of the Development & Stewardship Manager, coordinate check-ins, staff needs, event flow and beyond.
o Track and report event expenses.
• Recommend potential events. Develop effective working relationships with colleagues, vendors and volunteers.
Additional Duties
• Support and maintain the vision, mission, priorities and guiding principles of Artis—Naples. Understand the strategic direction and purpose of the organization and conform to stated fundraising and development strategies and business needs.
• Perform day-to-day support activities, especially during peak season (October – April). Due to the nature of fundraising in the Naples area, full office and telephone coverage are critical operational needs.
• Support stewardship activities and benefit fulfillment to donors, including staff events as needed, especially during peak season. Evening and weekend work expected.
• Observe safety requirements. Report safety issues and items requiring work orders to Supervisor or Security.
• Work effectively with all Artis—Naples team members.
QUALIFICATIONS AND COMPETENCIES:
Competencies
The Development Coordinator will be committed to delivering high quality events and Development department support on message, on time and on budget. To perform the job successfully, an individual should possess and demonstrate the following competencies:
Analytical – Able to analyze and interpret data and prepare reports, statements and/or projections. Is also able to conceptualize the multi-step timeline of deliverables for an event from conception through to final donor and guest recognition.
Creative – Exhibits initiative, resourcefulness and creative thinking to craft successful strategies, develop engaging events and solve problems.
Financial – Has general knowledge of nonprofit financial accounting and reporting.
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions.
Technical Skills – High-level of knowledge of computerized information systems including event management software and donor relations management software, specifically Tessitura.
Oral Communication - Speaks clearly, confidently and persuasively in positive or negative situations; listens and participates constructively and thoughtfully in meetings.
Written Communication - Writes clearly and informatively; presents information effectively.
Teamwork - Contributes to building a positive team spirit; puts success of team above own interests; builds morale and group commitments to goals and objectives; supports other’s efforts to succeed; fosters a cooperative work environment.
Quality Management - Improves and promotes quality; demonstrates accuracy and thoroughness.
Cost Consciousness - Works within approved budgets; develops and implements cost saving measures; contributes to positive revenue generation; conserves organizational resources.
Diversity - Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.
Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works ethically and with integrity; upholds organizational values.
Organizational Core Values
Collaborative – Work internally and externally to accomplish something together that we may not be able to accomplish separately in order to realize shared goals.
Transparency – Behave and communicate in a manner that exudes openness and sheer honesty.
Excellence – A standard of performance that surpasses ordinary standards.
Accountability – The acceptance and assumption of responsibility for actions, decisions and results.
Patron-first– Place the patron at the center of our efforts.
Integrity – A commitment to the highest standards, values and principles through every action and decision.
Education
• Bachelor’s Degree in marketing, communications, music or art history, non-profit management, or a similar field required.
Experience
• 2 to 4 years work experience in a fast-paced environment.
• Prior event coordination and Development experience a plus.
• Ability to work some evenings and weekends.
• Professional computer skills proficiency in Microsoft Office Suite.
• Tessitura experience a plus.
• High energy, sense of humor and grace under pressure.
• Knowledge of and/or interest in music and performing arts preferred.
Physical Demands and Work Environment: Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this position, the employee is regularly required to sit and use hands to finger, handle, or feel.
• The employee is frequently required to reach with hands and arms and talk or hear.
• The employee is occasionally required to stand and walk.
• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision and color vision.
Work Environment
The work environment is consistent with general office conditions, with moderate noise.