External Relations Administrator

This position reports to the Vice President of External Relations to support the External Relations division as needed. The individual manages and ensures administrative processes for the division with primary responsibility for the organization’s advancement services, including enhancing its ability to thank, acknowledge, steward, communicate with, research, and educate donors and prospective donors.

Responsibilities

• Manage and ensure execution of Gift Administration Procedures:
  • Daily gift entry, ensuring accuracy and timely acknowledgment
  • Assign fund/designation and coding structure for all gifts
  • Maintain donor constituent coding structure and assign coding to all donor constituent records
  • Manage receipt of pledge agreements, invoicing, and records in CRM/Tessitura
  • Produce gift acknowledgment letters
  • Ensure all donor correspondence, gift agreements/documents, obituaries, etc. are scanned to constituent records
  • Maintain up-to-date documentation of all gift processing procedures
  • Produce year-end cumulative gift reports for donors by Jan 15 for tax purposes
• Produce lists and list extractions for development, stewardship, and other external relations division needs (appeals, publication mailings, invitations, correspondence).
• Produce solicitation letters, manage mailing, track results, and produce reports for annual fund campaigns, year-end appeal, and a variety of special appeals and campaigns.
• Manage and implement procedures for tracking event and program sponsors:
  • Create/update sponsor agreement templates
  • Set up elevated events as needed in Tessitura
  • Prepare invoices and acknowledgment letters
  • Maintain sponsor listings and track sponsor benefits by event
  • Coordinate communications with event and marketing staff to ensure benefits are fulfilled
• Manage and maintain records for stewardship and donor recognition programs, giving societies, and annual awards (e.g., Mrs. J Dallas Dort Society, J. Dallas Dort Society, Davin Pierson Torree Seeing Stars Legacy Fund, etc.).
• Maintain and prepare reports for finance including monthly receivables, recurring gifts, and others as requested.
• Manage plans and portfolios data system including assisting staff with training and set-up, coding/designation of staff to donors and portfolios, tracking portfolio activity, and generating reports.
• Support VP ER with management of division meetings including agendas, scheduling, notes/minutes, attendance, correspondence, and filing.
• Support ER team members with online giving platform set-up (Classy) including pulling reports, updating internal users, and editing/proof-reading campaign pages as requested.
• Work with VP of Finance and Administration and Mgr Special Events to support budget creation for fundraising events and assist as needed in expense tracking and reconciliation.
• Support other administrative needs of ER Division as assigned by VP including expense reports, annual budgeting process, and monthly board reports.

Qualifications

• Bachelor’s Degree or equivalent experience
• Minimum of 2 years in Gift Administration and/or Advancement Services; experience with Tessitura, a plus
• Ability to maintain sharp concentration and accuracy during repetitive tasks and tight deadlines
• Conscientious and methodical with ability to maintain meticulous quality control
• Strong Microsoft Office skills and experience in complex integrated database systems
• Ability to work independently, but also as a team player who will productively collaborate with others to ensure successful donor and constituent engagement
• Passion for the performing arts, and an ability and willingness to quickly learn FIM history, mission, programs, etc.

Benefits

• Medical, Dental, and Vision Insurance
• Flexible Schedule/Remote
• 401k Eligible

Pay

Starting at $18.50 per hour

Schedule

Full Time Position