Development Associate (Part-Time)

Cabrillo; Santa Cruz (CA); Hybrid; USD 45,000 - 50,000; Full time

Benefits offered by this job

Health plan

Paid vacation

Paid holidays

SIMPLE IRA match

Job summary

Cabrillo Festival of Contemporary Music in Santa Cruz, CA seeks a Development Associate to support fundraising through donor communications, direct mail campaigns, CRM management, and grants support. You will assist the Executive Director and Communications team in advancing giving strategies for the Festival’s mission and programs.

The role is hybrid, with on-site needs and festival-season intensification, requiring collaboration across fundraising, marketing, and operations to steward donors

Qualifications

• Two+ years non-profit development/fundraising experience.
• Familiarity with CRM systems; strong MS Office/Google Workspace skills.
• Experience with donor communications, acknowledgments, and gift processing.
• Interest in arts/culture and commitment to Cabrillo Festival’s mission.

Responsibilities

• Manage donor database maintenance, pledge tracking, and data integrity.
• Coordinate direct mail appeals from drafting to mailing, with cross‑team collaboration.
• Support donor stewardship: calls, cards, perks, and cultivation of mid/major donors.
• Assist with grant research, reporting deadlines, and drafting initial applications.
• Coordinate special events logistics, timelines, and donor outreach.
• Maintain process documentation and support departmental projects.

Skills

Donor communications

CRM management

Fundraising

Donor stewardship

Event coordination

Tools

CRM systems

Microsoft Office

Google Workspace

Job description

Cabrillo Festival of Contemporary Music is seeking a Development Associate who will support our fundraising efforts through donor communications and direct mail appeals, database management, donor reports and prospecting, special event support, grants support, and assisting the Executive Director and colleagues in various fundraising activities. This role helps advance fundraising initiatives that support the organization’s mission, artistic work, educational programs, and long-term sustainability.

• Location: Hybrid (Partially remote with at least 1-2 days a week on site, 100% on site during the Festival season and for any special events.)
• Office location is downtown Santa Cruz, CA
• Applications are reviewed on a rolling basis– please submit by 10/9/2026 or sooner.

Hours and Compensation

• $33-36 per hour, depending on experience
• Approx. 27-33 hours per week, 40+ hours during Festival season which is last week of July through first two weeks of August, some mandatory overtime (eligible for overtime pay)
• Benefits include employer-sponsored health plan, paid vacation, holidays, and sick time, and a 3% SIMPLE IRA match.

Role Description

We are seeking a passionate and dedicated Development Associate to join our team. The successful candidate will play a key role in fundraising efforts by managing appeal, donor database, and gift acknowledgment processes, supporting special events to bolster support for our mission, and providing valuable input and support for giving strategies.

The Development Associate reports to the Executive Director and works closely with the Marketing and Communications Team. We seek someone with a deep and authentic commitment to the arts and music.

Key Responsibilities

Gift Acknowledgement and Donor Database Management (20%)

• After initial accounts receivable and CRM entry from Operations Manager, serve as the lead team member managing maintenance of donor data integrity, pledge management, and upkeep for relationship and contact records in the database/CRM.
• Help manage third party digital fundraising platforms. (GiveButter, etc.)
• Manage gift acknowledgments, ensuring a thorough and responsive process is in place for high-touch letters, annual gift statements, and digital acknowledgements. Draft, edit, and maintain templates for acknowledgement.
• Pull donor reports as needed, including regular contribution reports for colleagues.
• Support efforts in CRM data integrity, including regular maintenance tasks to improve database accuracy and continually improve data management and processes.

Individual Giving (25%)

• Responsible for stewardship of donors under $500, this role manages wide-net fundraising strategies:
  • Coordinate and project manage direct mail appeals from end to end, including drafting and proofreading copy, preparing and managing mailing lists, coordinating approvals and production with the Executive Director and Director of Communications, liaising with printers and mail houses, overseeing print and mailing logistics, and ensuring all materials meet production and mailing deadlines.
  • Coordinate digital fundraising campaigns in collaboration with the Director of Communications and Operations Manager, including email, text, online giving campaigns, and other digital channels.
• Assist with and organize stewardship efforts like donor calls, greeting card mailings, donor perks or gifts, etc.
• Support Executive Director and board ambassadors in their stewardship of mid-level and major donors;
  • tracking lapsed donations/pledges, and other opportunities as needed.
  • assist in the development and implementation of donor stewardship and cultivation strategies, including prospect research.

Grants and Institutional Giving (15%)

• Support Executive Director (and/or grantwriter) in institutional giving operations.
• Track grant deadlines and research opportunities, reporting requirements and deadlines, and acknowledgments, supporting an organized workflow of grants management.
• Support the mechanics of compiling application materials and partial initial drafting of some applications. Depending on experience, a small portfolio of minor grants may be managed by this role.

Business Outreach and Program Advertising (10%)

• Support and collaborate with Operations Manager on program advertising efforts.
• Support Executive Director and Director of Communications on the stewardship and acquisition of business sponsors.

Special Events (20%)

• Coordinate approximately four donor events (approximately two during the season and two to three during the year).
• Identify new prospective event attendees and support event appeals and outreach.
• Manage event logistics by updating timelines and coordinating event communications, vendor relations, print/signage preparation, and participant engagement.
• Manage check-in, check-out, and auction processes and support event software entry and management.
• Collaborate with colleagues on volunteer coordination needs for special events.

Other Responsibilities (10%)

• Keep process documentation up to date, support effective recordkeeping, and support organized administrative workflows.
• Provide general support as needed for departmental projects and colleagues.
• Contribute to organizational strategy by bringing your ideas and leadership to the role.
• Be an ambassador for the organization in the community, and support outreach activities (i.e. tabling, presence at local arts events, etc.).
• Be present as a friendly and helpful front-of-house presence during Festival events, connecting with patrons and donors.

Qualifications & Experience

The ideal candidate is someone who has two or more years of direct experience in non-profit development/fundraising, music/arts/culture background preferred but not required. Familiarity with CRM systems ideal, strong familiarity with Microsoft Office Suite and/or Google Ecosystem, digital office and communications platforms required. Commitment to Cabrillo Festival’s mission and values with a focus on equity, inclusion, and community impact.

Cabrillo Festival seeks applicants who are highly motivated, detail-oriented, well-organized, communicate well with others, have strong writing skills, and have a deep commitment to our mission and the Santa Cruz creative community. The candidate should be both a strong team player and able to work independently, as we are a small but mighty team. The candidate must exercise good judgment with sensitive donor information and interpersonal situations, must have strong project management skills and follow through, and exhibit enthusiasm for seeking new opportunities for donor stewardship.

Working Conditions

• Typical of a hybrid office environment.
• Must have reliable transportation for local meetings and events.
• Occasional evening or weekend availability required for events or outreach activities.
• Must comply with health and safety protocols and successfully pass a background check.

Role Categories

About Us Cabrillo Festival’s mission is to “transform the orchestral experience for artists and audiences by building a vibrant community dedicated to the creation and performance of profound, relevant, and innovative music.” Founded in a coffeeshop in Aptos, CA in 1963, the Festival presents two full weeks of concerts and events at the Civic Auditorium in Downtown Santa Cruz. With a small but mighty year-round staff of four, dozens of seasonal staff, and dedicated board of directors, the Festival is embraced by the local community, who offer host housing to our core orchestra musicians coming from across the nation to perform the work of living composers each summer, under the guidance of Music Director and Conductor Cristian Măcelaru. Cabrillo Festival is actively working to advance our commitment to diversity, equity, and inclusion by examining our practices and policies, addressing bias at individual and institutional levels, and increasing opportunities for participation and collaboration with artists, staff, board, and audiences of all cultural origins, abilities, and orientations.

The Festival general operating budget is approximately 1.5 million (including in‑kind), and the Festival has approximately 4.1 million in restricted investments and endowment.