Development Coordinator, Planned Giving (Regular/Full-time)

Job Division: The Woodruff Arts Center

Department: Advancement/Planned Giving
Reports To: Director of Planned Giving
FLSA: Non-Exempt
Employment Status: Regular/Full-time

POSITION SUMMARY:
The Development Coordinator plays an important role in the success of the Woodruff Arts Center’s planned giving program by providing administrative support to the Director of Planned Giving and participating in all fundraising activities including donor relations, direct mail appeals, and special events. The Coordinator executes administrative functions for the planned giving program, helping to ensure exceptional donor stewardship and acquisition.

WORK SCHEDULE:
• Monday – Friday, 9 a.m. – 5 pm, with some evenings required for special events.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
• Schedule appointments, meetings, and events for the Director of Planned Giving.
• Maintain the Planned Giving calendar – Legacy Society events, Legacy Advisors for the Arts events, leadership conference calls, Legacy Society donor stewardship and cultivation events
• Assist with the preparation of meetings and donor events.
       o Coordinate logistics including room reservation, catering, décor, entertainment, nametags, check-in setup, etc.
       o Formatting and distribution of event communications including save the dates, invitations, pre-event confirmation emails, post-event surveys, etc.
       o Track RSVP’s and attendance lists
       o Prepare, gather, print meeting and event collateral – programs, meeting packets, marketing materials, etc.
       o Provide on-site meeting and event support, as needed.
       o Maintain accurate donor records in the Tessitura database, paper and electronic files; pull database reports (donor/member lists, email and mailing distribution lists, etc.), as needed.
• Assist with the creation and distribution of donor communications including solicitation mailings, newsletters, email communications, and donor legacy society welcome packages.
• Generate planned giving reports and presentations for campus-wide partners and leadership, including but not limited to crafting content and graphic design.
• Track planned gifts in Tessitura database, paper and electronic files.
• Assist with gift processing; scan and file gift back-up and complete GPS forms
• Generate donor acknowledgments for new and realized planned gifts in collaboration with development teams across campus
• Effectively communicate and present a professional image to Woodruff Arts Center Trustees, donors, volunteers, and the surrounding community.
• Other assignments and special projects as needed.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:
• Associate’s or bachelor’s degree in a related field and/or equivalent experience in an administrative position, preferably in a not-for-profit development office or similar setting.
• Donor database or similar CRM experience required; experience with Tessitura preferred.
• Highly proficient in Microsoft Word, Excel, PowerPoint, and Outlook.

Skills and Abilities:
• Excellent verbal and written communications skills.
• Superior attention to detail.
• Ability to communicate and work effectively with a variety of people, both inside and outside of the organization, in a collaborative team environment.
• Demonstrated passion for providing excellent customer service to donors and other constituents; ability to provide timely responses to urgent requests.
• Ability to multitask and prioritize work while balancing multiple deadlines.
• Ability to work independently as a self-starter with little supervision.
• Detail oriented with strong organizational skills; demonstrated integrity and ownership of projects from start to finish.
• Respect for the Confidentiality of personal information and records.
• Professional attitude and appearance.
• A passion for the arts is preferred.

PHYSICAL DEMANDS/WORK ENVIRONMENT:
The work environment and 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.
• Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 10 pounds) is needed.
• The noise level in the work environment is usually moderate.