Position Summary: The Development & Database Coordinator is a key member of the development team, responsible for all aspects of donor database management, donor and gift reporting, creation of acknowledgement letters, data entry, filing/record keeping, assisting with prospect and lead generation, in addition to other administrative duties. Through the coordination of data entry and extraction of the database and requisite donor correspondence related to gifts, this role supports many aspects of donor relations for the Development department, including membership, sponsorship, fundraising, stewardship and donor events.
Essential Functions and Responsibilities:
DATA ENTRY and EXTRACTION
Collect and maintain all donor and prospect information in the database
Serve as a “power user” of database, leading staff on constituent record maintenance, data extraction, network upgrades, innovative uses for efficiency and effectiveness, build Fiscal Year and Campaign structures
Enter all gifts, pledges, pledge payments and in-kind gifts into donor software within established timeline
Effectively carry out system for timely and IRS-compatible acknowledgement of gifts and pledges
Process and prepare all renewal communication efforts, including generating renewal lists and preparing requisite mailing needs for Annual Fund and Friends of Nashville Ballet
Update donor records as needed and keep current with supplemental information, by way of data imports, such as their participation in School of Nashville Ballet, youth casts, attendance at events, assignment of constituency groupings, community engagement, and other critical information
Work with Events and Volunteer Manager to transfer all event-related data to database
Continual strategic vision to identify ways to use Tessitura or refine in-house processes/practices to improve data sophistication/ability
Attend Tessitura User Group meetings as Nashville Ballet liaison and continually maintain/improve the standard operating procedures used by all staff
Set up new staff with Tessitura and Parallels access
Preparation of data (segmentation, extraction) and execution of specialty campaigns: Giving Tuesday, Year-End, Big Payback, Holiday Magic, Pointe Shoe Fund, Creation Fund, Lobby donation efforts, etc.
Participate in renewal and stewardship call efforts for lower level gifts (i.e. Ambassadors’ Society)
Ongoing prospecting and lead generation. Responsibilities to include: Prospecting from internal and external sources (e.g. Tessitura, SNB, programs, etc.) and incorporating lead lists into campaign efforts as needed.
Preparation of donor/prospect summaries as needed for front-line fundraisers, executive leadership, and/or volunteer fundraisers
REPORTING & RECORD MAINTENANCE
Assist Director of Development with special data extraction reports as needed
Route daily cash receipt and pledge receipt reports to finance department
Assist Development team with creating constituent lists as needed, including invitation lists, appeal recipient lists, etc.
Deliver donor pledge reminders and invoices as needed; manage Delinquency process for Annual Fund, ELEVATE, and Ballet Ball
Prepare donor listings for performance programs and website
Create month-end pledge reconciliation reports for Director of Development and Director of Finance review
Work regularly with the finance department to generate reports necessary for general ledger reconciliation, audit preparation, tax return preparation, data analysis, unusual entries (i.e. Patrons’ Party, First Call, SNB ticket donations, etc.), budget and grant preparation and reporting
Create and maintain progress reports to include: Bi-weekly individual Giving Report, Bi-weekly Renewal Tracker, Development Committee materials, Tessitura Dashboard, Weekly Call Lists and Monthly Membership Acquisition Status
Operate with a virtual 100% accuracy and data-entry integrity
Possess desire and ability to self-check work
Regularly demonstrate sound judgment and discretion with confidential information
Work as part of a team to engage in strategic and purposeful use of Tessitura database to strengthen development practices
Serve as a knowledgeable resource to all staff regarding data availability, manipulation and extraction from Tessitura
Keep all documentation organized to be easily accessible by all users
Possess a desire to develop a foundational understanding of Development and an appreciation for the importance of donor relations information management
Physical Demands: The physical demands described here are a non-exhaustive list of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to handle, feel, talk and hear. The employee is frequently required to stand, walk, and reach with hands and arms above the shoulder. The employee is frequently required to sit and occasionally stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the noise level in the work environment is usually low to moderate.
Education: Bachelor’s degree or equivalent experience
Knowledge, Skills, and Abilities:
Effective project management skills, including setting and meeting deadlines
Ability to make decisions and creatively solve problems
Ability to manage multiple tasks simultaneously
Attention to detail
Aptitude with Microsoft Word, PowerPoint and database management, preferably Tessitura
Above-average knowledge of Excel
Demonstrated commitment to the mission of the organization
2+ years administrative/support experience
Experience working with major databases and confidential information
Experience in a nonprofit or arts setting preferred
Requirements: Ability to work some evenings and weekends for events and performances
About Nashville Ballet
Since its founding in 1986, Nashville Ballet has grown to become the largest professional ballet company in Tennessee, presenting a varied repertoire of classical ballet and contemporary works by noted choreographers, including original works by Artistic Director Paul Vasterling.
Nashville Ballet owns its own building, the Martin Center for Nashville Ballet, a customized 44,000 square foot facility that serves as a home for our professional dancers, school students and administrative offices. Though some performances are held at the Martin Center for Nashville Ballet, most performances are held at the Tennessee Performing Arts Center (TPAC) in downtown Nashville.
We create, perform, teach and promote dance as an essential and inspiring element of our community.