Philanthropy Operations Coordinator

Everyman Theatre; Baltimore (MD); On-site; USD 28,000 - 34,000; Part time

Benefits offered by this job

Complimentary and discounted tickets

Discounts to classes

Job summary

Everyman Theatre in Baltimore is seeking a part-time Philanthropy Operations Coordinator to provide essential administrative and data support for the philanthropy team. The role emphasizes accuracy, process discipline, and donor data integrity for a healthy fundraising operation.

The position reports to the Donor Engagement Manager and offers opportunities to gain foundational experience in arts fundraising while supporting events and donor communications.

Qualifications

• Strong attention to detail and commitment to data accuracy.
• Ability to follow established processes and procedures consistently.
• Comfortable working with databases or CRM systems; willingness to learn PatronManager.
• Proficiency in Microsoft Office 365.
• Excellent organizational skills and ability to meet deadlines.
• Collaborative, dependable, and discreet with sensitive donor and financial information.

Responsibilities

• Process donations accurately and in a timely manner in the CRM (PatronManager).
• Generate and send acknowledgment letters, tax receipts, and pledge invoices.
• Maintain accurate and up-to-date donor records, including active donor lists for season programs and the organization's website.
• Support data entry and record maintenance across the philanthropy database.
• Coordinate logistics for direct mail and digital appeals, including maintaining mailing lists and mail merges.

Skills

Attention to detail

Data accuracy

Process orientation

CRM experience

MS Office 365

Organizational skills

Discretion with confidential info

Tools

PatronManager

Salesforce

CRM software

Microsoft Office 365

Job description

The Philanthropy Operations Coordinator provides essential administrative and data support to Everyman Theatre's Philanthropy department. This is a detail-oriented, process-driven role for someone who takes pride in accurate, timely work and understands that the integrity of donor data and communications is the foundation of a healthy fundraising operation.

This part-time position reports to the Donor Engagement Manager and works closely with the broader Philanthropy team. It is an excellent opportunity for someone early in their nonprofit career or looking to build foundational experience in arts fundraising.

RESPONSIBILITIES

Gift Processing & Donor Records

• Process donations accurately and in a timely manner in the CRM (PatronManager)
• Generate and send acknowledgment letters, tax receipts, and pledge invoices
• Maintain accurate and up-to-date donor records, including active donor lists for season programs and the organization's website
• Support data entry and record maintenance across the philanthropy database

Mailings & Donor Communications

• Coordinate logistics for direct mail and digital appeals, including maintaining mailing lists, running mail merges, and confirming supplies
• Serve as a point of contact with vendors including mail houses, printers, and USPS
• Assist with donor benefit tracking and dissemination

Administrative & Events Support

• Maintain and track the Philanthropy department's event supply inventory
• Provide light administrative support to the Philanthropy team as needed
• Assist with setup and breakdown at donor events, including our Donor Technical Rehearsals, Backstage Breakfasts, Producer's Circle Series, and Opening Nights on an as-needed basis
• Support the coordination of Everyman's annual gala fundraising event, including: email communication for guests and sponsors, tracking guest and sponsor information, and supporting data entry and management for our gala fundraising platform, OneCause

QUALIFICATIONS

Required

• Strong attention to detail and commitment to data accuracy
• Ability to follow established processes and procedures consistently
• Comfortable working with databases or CRM systems; willingness to learn PatronManager
• Proficiency in Microsoft Office 365
• Excellent organizational skills and ability to meet deadlines
• Collaborative, dependable, and discreet with sensitive donor and financial information

Preferred

• Previous experience in a nonprofit, arts organization, or fundraising environment
• Familiarity with PatronManager or Salesforce-based systems
• Interest in growing a career in nonprofit development or arts administration

ABOUT THE POSITION

• Part-time, non-exempt position; approximately 15 - 20 hours per week
• Schedule to be determined; some flexibility required around campaign deadlines and occasional evening events
• Hourly rate: $20 - $25 per hour, commensurate with experience
• Everyman Theatre employees receive complimentary and discounted tickets to performances and discounts to classes