Donor Operations Coordinator

Harris Theater for Music and Dance; Chicago (IL); Hybrid; USD 40,000 - 45,000; Full time

Job summary

The Harris Theater for Music and Dance is seeking a Donor Operations Coordinator in Chicago to support the Development team with accurate data entry, donor records, and timely acknowledgments. This hybrid, full-time role reports to the Director of Donor Relations and supports fundraising efforts with meticulous record-keeping and collaboration across departments.

Responsibilities include gift processing, database management in Tessitura, donor segmentation, and event support.

Qualifications

• Experience in arts administration, fundraising, or donor data management.
• Strong communication and organizational skills.
• Familiarity with Tessitura or similar CRM platforms preferred.

Responsibilities

• Process gifts, pledges, and sponsorships accurately and timely.
• Maintain constituent records and donor correspondence.
• Generate donor lists, reports, and data for fundraising and events.
• Assist with donor events, guest lists, seating, and invitations.
• Coordinate with Finance and Development for gift reconciliation and recognition.

Skills

Donor relations

Fundraising data management

Event support

Communication

Tools

Tessitura

CRM software

Microsoft Excel

Job description

Department: Development

Job Title: Donor Operations Coordinator

Reports to: Director of Donor Relations

Full-time Hybrid Tier Hours: M-F, 9-5 pm general schedule; occasional nights and weekends based on performances

HARRIS THEATER MISSION

The Joan W. and Irving B. Harris Theater for Music and Dance is Chicago’s primary residence for music and dance, connecting diverse audiences with outstanding artists from across the city, the nation, and the world.

GENERAL DESCRIPTION

The Donor Operations Coordinator reports to the Director of Donor Relations, and works in collaboration with the entire development team to provide information, support, and services to advance fundraising efforts supporting the mission of the Harris Theater.

Primary responsibilities include entering contribution data, maintaining constituent records, generating timely donor acknowledgement letters, and providing support for donor communications. Successful candidates will work well both independently as well as part of a team, possess excellent time management skills, customer service orientation, and a thorough attention to detail.

The Harris Theater is a 1,499-seat multi-use performing arts venue located in Millennium Park. The Donor Operations Coordinator will serve alongside a five-person fundraising team, raising $5M annually in addition to campaign fundraising efforts.

DUTIES AND RESPONSIBILITIES

Donation Processing and Acknowledgements

• Process gifts, pledges, pledge payments, sponsorships, and other contributions accurately and in a timely manner.
• Prepare and distribute tax receipts, acknowledgment letters, pledge documentation, and payment reminders.
• Maintain accurate electronic and paper records of gift information and donor correspondence.
• Coordinate with Finance and Development staff to reconcile gifts, resolve discrepancies, and ensure accurate gift coding and donor recognition.

Donor Records and Database Management

• Maintain accurate and up-to-date constituent records in Tessitura (the Theater’s CRM), including contact information, household and organizational relationships, giving history, affiliations, and recognition preferences.
• Manage the setup and tracking of campaigns, funds, appeals, memberships, sponsorships, and special events in Tessitura.
• Perform data entry, imports, exports, audits, duplicate resolution, and other quality-control activities to maintain data integrity.
• Generate donor lists, reports, queries, and data for fundraising, stewardship, events, marketing, and other departmental needs.
• Identify and recommend improvements to database procedures, processes, and systems to support efficient and effective use of Tessitura.

Donor Lists, Segmentation, and Recognition

• Manage donor and prospect lists for email, direct mail, print materials, invitations, events, and other communications.
• Create and maintain targeted donor segments in Prospect2 and other systems based on giving history, campaign participation, membership, sponsorship, event attendance, donor preferences, and other relevant criteria.
• Ensure accuracy and quality control of lists, including appropriate inclusion and exclusion criteria, duplicate suppression, and communication preferences.
• Produce, proof, and collaborate with other departments on donor recognition across print, digital, onsite, and electronic platforms, including donor walls, plaques, program books, website pages, and sponsorship recognition.

Development Operations and Stewardship Support

• Support fundraising, stewardship, membership, sponsorship, and donor engagement initiatives through accurate data, reporting, communications, brief preparation, and benefit fulfillment.
• Assist with booking tickets for Development contacts
• Assist with donor events, including guest lists, invitations, seating information, name tags, and donor giving histories.
• Attend and assist with donor engagement at majority of Harris Theater Presents performances and donor stewardship events.
• Collaborate with Development, Finance, Marketing, Communications, Patron Services, and other departments to ensure accurate and consistent donor information.
• Coordinate with Marketing around digital communication calendars.
• Maintain the confidentiality of donor information and adhere to organizational policies and best practices.
• Perform other duties as assigned in support of the Development Department and the organization’s fundraising and stewardship goals.

EXPECTATIONS AND EXPERIENCE

As a member of the Harris Theater’s team, the Donor Operations Coordinator is expected to achieve the following objectives:

• Uphold the Harris Theater’s mission to be a home for music and dance and embody organizational core values of artistic integrity, collaboration, belonging, resilience, and respect.
• Participate in organizational and regular team meetings, share ideas, and communicate openly with peers and supervisor about questions, challenges, and successes
• Maintain professional conduct and represent the Theater positively in all interactions with artists, renters, partner organizations, donors, vendors, volunteers, and patrons.

The ideal candidate will have:

• Experience or demonstrated interest in arts administration, fundraising, database support, or special events
• Strong communication and organizational skills and a willingness to collaborate with colleagues
• The ability to prioritize, manage multiple projects simultaneously, and maintain focus in a fast-paced environment
• Experience with Microsoft Office suite, including Excel, and
• Familiarity with Tessitura or other CRM software, including gift entry (preferred but not required)

The salary range for this position is $40,000-$45,000 per year plus a benefits package.

The Harris Theater is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, veteran, national origin, or disability status or any protected characteristic as outlined by federal, state, and local laws. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodation by contactingaccess at harristheaterchicago.org