Development Operations Coordinator

Seattle Rep; Seattle (WA); Hybrid; USD 3,791,000 - 4,137,000; Full time

Benefits offered by this job

Medical/Dental/Vision Insurance

Discounted parking

Free ORCA card

Optional FSA

401K option

Job summary

Seattle Rep is seeking a reliable Development Operations Coordinator to join our fundraising team. Reporting to the Development Operations Director, this hybrid role supports the back‑end operations of the Development Department, which is responsible for raising over $8 million annually in contributed revenue.

This position supports timely gift processing and reconciliation, maintains accurate donor data, produces donor acknowledgment letters, and supports administrative needs such as large

Qualifications

• Two years of administrative support experience, preferably in development or finance.
• Experience with Tessitura or CRM systems.
• Strong organization and deadline management.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office; ability to learn new software.
• Commitment to equity, diversity, and inclusion.

Responsibilities

• Process and record contributions in Tessitura.
• Serve as primary donor support contact via phone and email.
• Generate reconciliation reports for Finance.
• Prepare in‑house mailings and donor events support.
• Maintain donor data accuracy and address duplicates.
• Support gala and fundraising events coordination.

Skills

Tessitura

CRM systems

Microsoft Office

Attention to detail

Communication

Education

Bachelor’s degree or equivalent

Tools

Excel

Job description

Current job opportunities are posted here as they become available.

Position Reports To: Development Operations Director, Theda Tann

Work Location: Hybrid - in person at Seattle Rep 155 Mercer St with some work from home days.

FLSA Classification: Full-time/Hourly/Non-exempt

Benefits: Medical/Dental/Vision Insurance, discounted parking, free ORCA card, optional FSA, option 401K

Starting Pay Range: $27.52 - $30.03 per hour

Position Classification: 790, H-10

ABOUT US

Founded in 1963 and recipient of the 1990 Tony Award for Outstanding Regional Theatre, Seattle Rep remains one of the country’s leading not-for-profit regional theaters. Bold stories, brilliant artists, and passionate audiences come together to shape each season at Seattle Rep, which includes everything from new play workshops to world premieres, celebrated classics, and recent Broadway hits. Over the decades, we’ve launched landmark productions, provided training opportunities to generations of youth and emerging theater practitioners, and built programs that expand access to theater for audiences of all ages from across our diverse community.

We are powered by a year-round staff of professionals who are passionate about making theater that matters, and we believe that their best work happens when everyone feels seen and valued. This culture is fully reflected in our:

Mission

Seattle Rep collaborates with extraordinary artists to create productions and programs that reflect and elevate the diverse cultures, perspectives, and life experiences of our region.

Vision

Theater at the heart of public life

Values

Artistic Vitality, Sustainability, Generous and Inclusive Practices

ABOUT THE POSITION

Seattle Rep is seeking a reliable and self‑motivated Development Operations Coordinator to join our fundraising team. Reporting to the Development Operations Director, this role supports the back‑end operations of the Development Department, which is responsible for raising over $8 million annually in contributed revenue. This position supports timely gift processing and reconciliation, maintains accurate donor data, produces donor acknowledgment letters, and supports administrative needs such as large in‑house mailings and donor events. This hybrid role requires at least two in‑office days per week, with additional availability during critical periods of the theater’s calendar, including late December, late June, the weeks surrounding the annual gala, and season launches.

The Development Operations Coordinator will support the success of our fundraising campaigns and appeals through all phases, from cultivation, solicitation, processing of contributions, and donor stewardship. This position requires a thoughtful and organized team player with computer proficiency, keen attention to detail, ability to juggle multiple deadlines, and clear communication skills.

Typical Duties Include:

60% Gift Coding and Processing

Process and record all incoming contributions (mail, web, etc.) in Tessitura

Serves as primary donor support contact, resolving giving and processing inquires via phone and email

Generate monthly and annual reconciliation reports for Finance while troubleshooting discrepancies

Compile reports and documentation for annual audit and tax return preparation

Manage coding for invoices, receipts, and monthly credit card statements

Monitor the Gift Coding and Donations Inbox; respond to Gift Officer requests and donor processing needs

Assist with tracking outstanding pledges and provide regular status updates to Gift Officers

Provide administrative and processing support for large-scale fundraising events including Gala pre-fundraising booking, registration, live gift processing (Raffle, Auction, and Raise the Paddle) with Business Operations Team, and Pledge Reconciliation

Provide in‑person gift coding support for Annual Fund initiatives like Giving Tuesday and GiveBIG

Assist with subscription gift coding and process during spring renewal season

20% Execute Timely Donor Acknowledgments/Receipting and In‑House Mailing

Generate and distribute mass and customized acknowledgment letters/emails within 5-7 business days

Tailor acknowledgments for individual and institutional donors based on campaign or appeal needs (including Gala Receipts)

Produce cumulative giving letters upon request

Prepare in‑house mailings for Major Gifts and Annual Fund campaigns (EOCY/EOFY), including merge, edit, print, assembly, and distribution

10% Provide Admin/Event Support

Take and distribute notes and action items for Development Team meetings

Manage Development supplies (greeting cards, stationary, and event materials)

Support donor research and data entry, including portfolio sweeps for Giving Tuesday, Gala, GiveBIG and cultivation events

Assist with donor events, tabling, receptions, and meetings as needed

5% Database Management

Follow and update SOP documentation for transaction processing, reconciliation, and database operations

Identify and merge duplicate donor records; update donor contact details and payment information

Update third‑party login information and annual registration waivers

Monitor auto‑generated Tessitura Reports and flag errors

Maintain accurate gift record‑keeping, including donor designations and restrictions

Other: Serve as an essential contributor to Seattle Rep’s culture and success

Add constructively to the collaborative and collegial health of the organization

Add actively and constructively to the equity, diversity and inclusion work of the organization, including attending all‑staff training sessions

Engage with and strive to embody Seattle Rep’s mission, vision, and values in all aspects of work

Help create a culture of philanthropy among staff, Board members, and donors

Minimum Qualifications:

• Commitment to cultivating an equitable, diverse, and inclusive workplace via decisive action including consistently seeking out opportunities for self and community improvement in the areas of racial equity, accessibility, gender inclusivity, and cultural sensitivity.

A minimum of two years of supporting similar administrative experience, preferably in a development or finance role at a not‑for‑profit or arts organization

Experience with Tessitura or other comparable CRM systems/databases

Ability to organize work, set appropriate priorities while working on multiple projects, and meet deadlines

Very strong attention to detail

Effective oral and written communication skills

Good interpersonal skills and comfort interacting with donors, trustees, and other stakeholders

Ability to manage confidential information with discretion

Ability to work both independently and collaboratively with a team in a fast‑paced yet collegial environment

Proficiency in Microsoft Office (Word, Outlook, Excel, Teams) with the ability to learn new software and systems quickly

An ability to work some flexible hours as necessary (typically for donor events, and with advance notice)

This hybrid role requires at least three in‑office days per week, with additional availability during critical periods of the theater’s calendar, including late December, late June, the weeks surrounding the annual gala, and season launches

Experience performing similar bodies of work in a not‑for‑profit organization

Desired Qualifications:

3+ year of administrative experience, preferably in a development or finance role at a not‑for‑profit or arts organization

1+ year of experience with Tessitura or other comparable CRM systems/databases

Great Customer Service experience especially over the phone and email

Interest in developing greater fluency with database management, financial operations, and data analysis/visualization.

An appreciation for professional live theater

Bachelor’s degree or equivalent

Seattle Rep is excited about and actively working towards becoming a more diverse, anti‑racist organization. We are interested in attracting, developing, and advancing the most talented individuals regardless of their race, sexual orientation, religion, age, gender, disability status or any other dimension of diversity. We strongly encourage people of color, women, LGBTQIA+, veterans, individuals with disabilities, and others from marginalized or underrepresented groups to apply.

Every candidate brings something special to the table. If your experience and skills don't perfectly align with the job qualifications but you are excited about the role, feel your values align well with the Rep, and are willing to strive for excellence in your work, please apply. We will train the right candidate.

Applications will be reviewed once the position has closed.