Donor Services & Database Coordinator Fox Cities Performing Arts Center

Ourlivesmadison; Appleton (WI); On-site; USD 29,000 - 30,000; Full time

Job summary

The Fox Cities Performing Arts Center is seeking a Donor Services & Data Coordinator to manage donor records, process gifts, and ensure timely acknowledgements, using Raiser's Edge and Archtics.

You will generate reports, support the finance team during audits, and maintain SOPs while delivering high levels of customer service to donors and sponsors.

Qualifications

• 1–2 years of data administration or related experience recommended.
• Demonstrated attention to detail and strong organizational skills.
• Strong oral and written communication abilities, including professional phone and email interactions.
• Experience with donor relationship management software is a plus.

Responsibilities

• Enter gifts, pledges, and pledge payments for Center contributions using Raiser's Edge and Archtics.
• Prepare timely acknowledgements and tax receipts for donations.
• Maintain donor records and renewal notices; monitor pledge reminders.
• Generate reports such as donation balances, prospect lists, and annual audit materials.
• Coordinate with the finance department and auditors during annual audits.

Skills

Data entry

Attention to detail

Organizational skills

Communication

Time management

CRM experience

Tools

Raiser’s Edge

Archtics

Job description

• Location 400 W College Ave, Appleton, WI, 54911, United States
• Base Pay $21.00 – $22.00 / Hour
• Employee Type Full Time
• Manage Others No
• Minimum Experience 1 Year

Description

Job Summary

As a team member of the Fox Cities Performing Arts Center, you will help build a positive working environment where employees bring the Center’s mission of serving as a gathering place for all in our community to life.

Under the general supervision of the Center’s Senior Manager of Development, the Donor Services & Data Coordinator is responsible for ensuring the successful management of all donor records and proper administration of benefits and recognition with the highest levels of customer service to positively influence the retention rate of individual and business donors to Center fundraising campaigns.

Primary Functions and Responsibilities

• Complete all daily gift entries for development initiatives and all Center contributions (including, but not limited to the Annual Partner Campaign, Keystone Fund (Endowment), in-kind donations, grants and special events) using Raiser’s Edge and Archtics
• • Enter gifts, pledges and pledge payments for all Center contributions.
  • Prepare timely acknowledgements for all Center contributions including tax receipts.
  • Maintain records of renewal notices and pledge reminders.
  • Reconcile daily entries to deposit slips, credit card transactions and electronic transactions.

• Maintain accurate, complete, and up-to-date donor records in Raiser’s Edge and Archtics.
• • Update donor database with appropriate information
  • Send monthly renewal notices and reminders for pledge payments.
  • Communicate foundation benefit limitations with donors.
  • Monitor and follow up on outstanding gift match pledges.

Prepare and maintain current documentation for all tasks performed in the form of written standard operating procedures (SOP).

Prepare and distribute various reports as appropriate.

• Donation balance and tracking reports for all development initiatives.
• Prospect reports.
• Annual audit reports as requested by the finance department.
• Tailored reports for meetings such as the BOD Development Committee

Provide support for the finance department and work with auditors during the annual audit.

Coordinate schedules and revisions for Annual Partner recognition as outlined per their benefits

Prepare Partners Lounge check in lists for each show.

• Estimate Partners Lounge attendance and identify key patron attendees; contact necessary solicitors to alert about key patron attendees.

Provide all necessary staff support for the fundraising initiatives working directly with the Chief Audience Development Officer, Senior Manager of Development and Senior Manager of Business Engagement

• Coordinate creation and execution of all stewardship and solicitation letters as needed.
• Prepare donor profiles for solicitation calls.
• Monitor inventory of physical materials.
• Assist in maintaining website updates.
• Follow up and solicit individuals and businesses.

Conduct prospect research, including identifying prospects for further cultivation, tracking and reporting of potential donors using Raiser’s Edge and Archtics.

• Coordinate creation and execution of prospect solicitation as outlined in Development annual plan (i.e., mailings, eblasts, etc.).

Secondary Functions

• Serve as the ambassador among the Center staff and volunteers to encourage understanding and appreciation of the various audience development campaigns.
• Work occasional nights and weekends.
• Complete other projects and duties as assigned.

Requirements

This position recommends having 1-2 years of data administration or related experience.

Knowledge, Skills and Abilities

• Demonstrated attention to detail
• Outstanding organizational skills.
• Strong oral and written communication skills, including comfort with phone calls and direct emails.
• Effective time management and prioritization; self-starter.
• Critical thinking and problem-solving abilities.
• Demonstrated interpersonal relationship skills.
• Thrives and contributes as part of a collaborative team supporting a non-profit organization.
• Ability to respectfully provide and receive constructive criticism.
• Adherence to the highest ethical standards in all aspects of Center practices and confidentiality.
• Experience with customer relationship management software is a plus.