Skip to main content

Gift & Event Coordinator

Job Description: Young Audiences (YA) is seeking a Gift & Event Coordinator who will report to the Individual Giving Manager and will play an instrumental role in YA’s efforts to reach yearly fundraising goals. YA’s development office is fast-paced and has a track record of being successful in growing its donor base, having tripled its contributed income in the last five years. This position is perfect for someone who has at least 2-3 years of experience working in a development office and who is now ready to take their career to the next level. The perfect candidate will have a high degree of initiative, independence, and willingness to lead efforts as well as a commitment to helping the Individual Giving Manager and the Chief Development Officer create a culture of philanthropy within the organization. The Gift & Event Coordinator will support day-to-day development activities of our five-person team and will have opportunities to interact with donors and our board. There is also potential for growth in this position. This is a full-time position (40 hours a week), with occasional early morning and evening events, and pay will be commensurate with experience.

Tasks/Responsibilities include:

  • Serve as the database point person for the development team and maintain accurate records of all donors. Responsible for accurately tracking all pledges, gifts, and grant awards; entering contact records (event attendance, site visits, cultivation) and key conversations into individual donor accounts in a timely manner; collaborating with the Grant Coordinator to maintain accurate institutional donor records. Communicate to the finance office how each gift, grant, and pledge should be recorded via the Gift Processing Form. Document how to build and run database reports and our internal database policies in the development team’s manual.
  • Ensure acknowledgement of all donations within 48 hours of receipt. Draft new individual acknowledgement templates annually. Produce tax receipt letters for individual donors and provide the Grant Coordinator with information s/he needs to produce acknowledgments for institutional donors. Assist in creating and carrying out YA’s Acknowledgement Plan, which provides stewardship benefits to individuals for different levels of gifts.
  • Support the Individual Giving Manager in staffing the 50,000 Kids Committee of the board. Support may include scheduling monthly meetings and team coaching calls; assisting with the meeting agenda and creating materials; taking and distributing minutes at the meeting; tracking board members’ assignments and providing support when needed.
  • Manage the logistics associated with two annual direct mail appeals by building the mailing lists, which are based on giving history parameters and other criteria; following the timeline as determined by the Individual Giving Manager; ordering supplies; tracking expenses; enlisting volunteers for mailing production; and tracking response rates.
  • Manage the logistics associated with all other donor communications, such as event invitations, the annual holiday card, and the annual report (called the Year in Review publication). For events, serve as the main contact for receiving RSVPs, answering frequently asked questions, providing parking information, and sending reminders.
  • Provide administrative support for the Individual Giving Manager and the Chief Development Officer, including submitting expenses and reimbursement requests to the finance office, gathering materials for presentations/site visits, managing and submitting vendor payments, scheduling development staff meetings, drafting correspondence, and proofing content.
  • Work with the Grant Coordinator to hire and supervise Development Intern, as necessary.
  • Participate in quarterly reconciliation efforts with the finance staff and prepare development records for the annual financial audit. Responsible for providing annual donor lists for the following: YA’s website, YA’s annual affiliate report for the national Young Audiences office, and Form 990 for the IRS.
  • Track pledge cycles of multi-year individual donors and assist with biannual pledge invoicing. Assist with follow up with delinquent donors when necessary. Prepare special annual tax receipts for donors who make monthly donations or multiple installments throughout the year.
  • Coordinate with the Communications Manager to keep the development content on the website accurate, add donors to the e-Newsletter mailing list, and assist in creating a schedule for solicitation, event e-Blasts, and thank you messages for donors.
  • Track annual goals as listed in the Annual Development Plan that the team has determined to be important, such as current number of donors, individual donor retention rates, frequency and quantity of cultivation activities, etc.
  • Collaborate with the Volunteer & Internship Coordinator to enlist volunteer support for the development office, which may include event preparation and support, photographing donor events, mailing support, and filing donor correspondence.
  • Assist in managing and planning development events, including donor appreciation events, the annual Impact Breakfast fundraiser, and On the Bright Side tours, which serve as a point of entry for prospective donors and engagement of current donors. This support includes, but is not limited to, sending event invitations, supporting board members in inviting donors and prospects, vendor payments, providing set up assistance, staffing the event check-in table, and related event follow up.
  • Participate in department planning activities and attend development staff meetings.
  • Serve as a member of YA’s phone team, answering incoming calls and directing them to the appropriate person/department. Communicate pertinent information to fellow phone team members about how to handle development-related calls.
  • Participate in other development events as needed, such as the annual Corporate Engagement event, and organization-wide events, such as monthly staff meetings, retreats, professional development offerings, etc.
  • Other duties as assigned.

Qualifications:

  • Undergraduate degree or equivalent experience, preferably in non-profit or arts administration, communications, the humanities, or a similar field.
  • Two to three years of development experience and an understanding of non-profit organizations.
  • Outstanding interpersonal, organizational, and written/verbal communication skills.
  • Strong attention to detail and ability to work with numbers; general knowledge of accounting principles a plus.
  • Excellent computer literacy skills, mastery of Microsoft products (Word, Excel, PowerPoint, Publisher) and DonorPerfect (data entry and extraction/reporting skills) or a comparable fundraising software system.
  • Ability to work under pressure, multi-task, and respond to short deadlines.
  • High degree of initiative and positive, team-oriented attitude.
  • Willingness to work beyond the usual 9 to 5 business day when needed.

To apply: For consideration, please send your resume, cover letter, three professional references, and salary requirements to ingrid@yamd.org with “Gift & Event Coordinator" in the subject line. Please do not send applications that include headshots or photos of yourself. No phone calls or recruiters please!

Categories:
Development
Employer Name:
Young Audiences of Maryland
Job Title:
Gift & Event Coordinator
Employer Website:
http://www.yamd.org
Employer Contact Information:
ingrid@yamd.org
Job Submission Requirements:
To apply: For consideration, please send your resume, cover letter, three professional references, and salary requirements to ingrid@yamd.org with “Gift & Event Coordinator" in the subject line. Please do not send applications that include headshots or photos of yourself. No phone calls or recruiters please!

Become a Member

As a member of GBCA, you will not only gain access to wonderful benefits, but you will also become an active participant in a broader cultural community. Your organization and employees will directly benefit from opportunities to collaborate, connect, learn, network and share with your colleagues in the cultural community. Join our growing constituency of over 300 individual artists and organizations representing the region's extraordinary range of arts, culture, history, heritage, humanities, and attractions.

Join Today