Development Coordinator

Groton Hill Music Center; Groton (MA); On-site; USD 29,000 - 33,000; Full time

Job summary

Groton Hill Music Center is seeking an hourly, full-time Development Coordinator for in-person work. The role emphasizes personalized donor relationships, processing contributions, and generating reports to support fundraising and annual initiatives. Proficiency with CRM systems and team collaboration is essential.

Compensation ranges from $21 to $24 per hour, depending on experience, with growth opportunities as Groton Hill expands its new facility and programs.

Qualifications

• Bachelor’s degree required; 3+ years in a professional environment preferred.

Responsibilities

• Process and track all contributed revenue and pledges in CRM.
• Code and enter donations; enter pledges and gift intentions; issue reminders.
• Prepare and send donor acknowledgments and reports; reconcile with Finance.
• Prepare donor listings for annual reports and lobby listings.
• Maintain donor records and ensure accurate reporting across CRM systems.

Skills

Strong communication

Stakeholder engagement

Organizational skills

Analytical mindset

Team collaboration

Willingness to work extra hours

Education

Bachelor’s degree

Tools

Patron Manager CRM

Salesforce

Google Workspace

Asana

Job description

OVERVIEW

Groton Hill Music, a non-profit music education and performance center, is seeking an hourly, full-time Development Coordinator. The successful applicant will embrace Groton Hill Music’s culture of highly personalized donor relationships and communication. They will be able to roll up their sleeves and work collaboratively to help ensure the success of the organization. This is a key administrative role, with opportunities for professional growth, as Groton Hill continues to grow into its new world-class facility. An appreciation of the value of music and education in the lives of individuals and communities is desired.

Note that this is a full time in-person position.

PRIMARY DUTIES AND RESPONSIBILITIES

• Process and track in CRM all contributed revenue and pledges
• Code and enter donations from all sources (online, checks, ACH, via ticketing platform) into the Patron Manager CRM system.
• Code and enter all pledges and gift intentions. Issue pledge payment reminders and track receipt of payments.
• Send electronic copies of all donor agreements, pledges, intentions, grant award letters, sponsorship agreements, etc. to Finance and save in the appropriate location in the Google Drive.
• Prepare and send acknowledgments for all donations, pledges, and pledge payments, customizing as appropriate.
• Prepare weekly and monthly Development reports, reconcile with Finance weekly, and share with Development team and CEO.
• Prepare monthly individual giving report for Development Committee.
• Monitor and report on all challenge matches.
• Provide data for, and assist with, Year over Year Analysis of Individual Giving.
• Prepare donor listings for annual Impact Report and lobby listings.
• Keep track of business advertisers and invoice annually.

CRM and Project Management

• Track all Annual Fund and event tasks and projects in Asana and review weekly with the Development team and Director of Development.
• Maintain current, accurate prospect and donor records in CRM.
• Work with appropriate Development staff to ensure accurate donor and grant reporting.
• Work with our CRM volunteer to make appropriate changes to the database as needed.
• Work with our Data Systems Specialist, as needed, to improve data analysis and efficiency.

Coordinate Development Mailings

• Solicit bids and make recommendations regarding printing and other vendors.
• Communicate mailing details with the mailhouse, including, lists, letters, inventory, proofs and postage.
• Work with Annual Giving Specialist to pull reports from our three CRM systems for annual fund mailings.
• Manipulate lists to ensure accurate information for segmented letters.
• Upload mailing actions into Patron Manager CRM.
• Communicate with department managers twice a year to pull updated data reports for annual fund mailings.
• Create, print, and mail personalized annual fund letters which are sent in-house.
• Coordinate with Board members to add personal notes to annual fund letters. Assist with mailings for annual fund, Impact Report, invitations, and others, as needed.
• Update donor addresses/information as needed.
• Provide support for Annual Fund communications, including Annual Fund brochure and other collateral material. Tasks include sourcing photos and quotes, coordinating project timelines with marketing and printer. Coordinate and implement Annual Fund e-blasts and social media.

Budgets and Finance

• Assist with preparation of Development budget and re-forecasts.
• Provide Finance Dept. with reports for annual filings, 990, etc.
• Provide Finance with back-up documentation for annual audit.

Development Meetings and Events

• Coordinate with Operations staff to confirm scope and all tech needs. For events, book caterer, select menu for approval, determine all aspects of room/table set-up.
• Assist with assigned tasks, including developing invitation lists, tracking responses, creating name tags, greeting guests, set-up/break-down, follow-up actions, inputting donor relationship discovery information into Patron Manager, and others as required.

Board Support

• Prepare, track responses and provide final report for board bi-annual self-evaluation survey.
• Prepare form and track responses for annual board Conflict of Interest forms.

Other

• Prepare concert attendee report weekly.
• Assist with digital file organization and ongoing maintenance.
• Prepare and submit Local Cultural Council grants. Track responses and ensure credit listings.
• Assist the entire Development department in achieving financial goals
• Other duties, as assigned.

Submit final reports for reimbursement.

JOB QUALIFICATIONS

Bachelor’s degree required, plus 3 years’ experience in a professional environment preferred.

Knowledge, Skills, and Abilities Required

Strong oral and written communications skills. Ability to work effectively with a variety of constituencies, including individual donors, Board members, and Groton Hill Music staff. Ability to be flexible and handle multiple tasks in a fast-paced environment. Excellent problem-solving, analytical, and organizational skills, and attention to detail and accuracy. Proficient in Google applications, including Sheets, and experience with the Salesforce/Patron Manager database or other robust CRM system. Ability to work independently and be self-motivated, as well as to work in a collegial manner with the Development team and other staff to fulfill all administrative tasks in a timely manner. Willingness to work beyond regular working hours and on weekends, as needed.

Compensation varies, and is in the $21-24/hour range, depending upon the selected candidate’s experience, skill set, and what they bring to the position.

ABOUT GROTON HILL MUSIC

Now in its 41st year, Groton Hill Music is a thriving regional non-profit center for music education, performance, and community engagement. One of only a few organizations in the U.S. that combines a music school, professional symphony orchestra, diverse concert series featuring stellar touring artists, and high-impact community engagement, Groton Hill Music currently serves tens of thousands of music lovers in our region and beyond. We believe that music inspires both our hearts and minds, encourages the growth of the whole person, and is integral to the lives of everyone we serve. Our mission is to share the transformative power of music, through teaching and performing, and giving music generously when there is need.

Groton Hill Music Center includes a 1,000-seat concert hall; a 300-seat concert hall; associated amenities; 35 rehearsal, teaching, ensemble, and community spaces; state-of-the-art acoustics; dynamic architecture; and lawn seating for outdoor concerts. Groton Hill Music is a regional gathering place for the highest quality music education programs and professional performances in all genres of music.

Groton Hill Music does not discriminate on the basis of race, color, religion, gender, gender identification, sexual orientation, national origin, citizenship, ancestry, age, mental or physical disability, veteran status, or any other category protected under applicable law in its admissions, educational programs, activities, or employment policies. Learn more at www.grotonhill.org.