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Development Assistant

Company: Ballet Arizona
Date Posted: October 19, 2017

Development Assistant
Ballet Arizona

The Development Assistant reports to the Development Director and is responsible for supporting all members of the department in meeting both the organization’s annual fundraising and special campaign goals and coordinating efforts with members of the Development, Marketing, and Finance departments.

Summary:  The Development Assistant reports to the Development Director and is responsible for supporting all members of the department in meeting both the organization’s annual fundraising and special campaign goals and coordinating efforts with members of the Development, Marketing, and Finance departments.  The key indicators of success in the position focus on:  a) accuracy, b) attention to detail, and timely follow-through.

Scope of Responsibility:

The Development Assistant has three areas of responsibility and focus, in order of importance as follows:

Primary:

Maintaining Ballet Arizona’s donor and patron database and physical filing systems on a daily basis

Generating timely donor acknowledgement letters, appeal letters, and pledge reminders

Preparing lists and reports

Secondary:

Providing support for meetings and events

Securing, scheduling and managing volunteers

Maintaining and updating Development pages of website

Tertiary:

Take inventory and order all development collateral and materials

Photographing events

Primary Responsibilities Include:

Database / Database maintenance

Maintain donor and patron database, with primary focus upon ensuring that correct and current contact, contribution history, biographical, demographic and statistical information is maintained for individuals, corporations, foundations, organizations, and targeted constituent groups.

Accurately input, compile and analyze data as necessary.

Enter all donor activities and RSVPs to stewardship and cultivation events

Enter all gifts on the same day that they are received

Oversight of data hygiene responsibilities to include (but not limited to):

Identify and track duplicate records and send to marketing department for manual de-duplication on a daily basis

Enter secondary addresses, secondary household names, email addresses, phone numbers and donor birthdays

Ensure membership levels accurately reflect the cumulative giving of each respective donor, including review of the membership tab

Maintain donor suppression list by accurately tracking Do Not Mail, Do Not Call and Do Not Email lists

Maintain change of address records for all accounts by updating returned mail / forwarding address information.

Scan important documents into Tessitura and save them on the Development network drive

Reporting:

Generate reports and analyze / interpret Tessitura data as requested

Maintain familiarity with data content as it relates to Development

Create lists and output sets then check all data for accuracy

Generate revenue, donor activity and donor biography reports

Grant tracking:

Maintain grants calendar in Excel/Tessitura and copy all corporate, foundation and government information into database, including amount requested and important dates such as submission deadline, submission date, notification date, and all other grant proposal and reporting dates.

Enter all contact notes for grant writer and other staff

Set up ticklers for self, staff, and consultants so that deadlines are observed

Upload all grant materials from Network drive

Maintain hard files

Work toward maintaining all grant information in Tessitura

Gift Acknowledgement & Filing:

Generate all Gift Acknowledgement letters accurately for the Development Department within 48 hours of gift receipt

File copies of acknowledgement letters on the day they are generated

Create and maintain folders for all donors which include Prima Circle, Government, Corporate, Foundation and Legacy members.

Manage binder for the annual audit and return all materials to the appropriate files immediately after the audit has been completed

Meetings and Events:

Assist with all Ballet Arizona Development cultivation, stewardship and special fundraising events, including the annual Gala by

Generating nametags, assisting with all setup and breakdown, shopping for supplies and assisting with supply inventory

Taking RSVPs or coordinating invitation mailings either by direct mail or via email

Representing Ballet Arizona at the event to check-in guests or available staff member to engage and answer questions

Capturing events and attendees via photography

Volunteer Coordination:

Serve as primary staff liaison to individual and corporate group volunteers

Create, maintain and coordinate schedule of volunteer staffing opportunities to support organizational needs

Confirm assignments with each volunteer

Secure substitute volunteers

Track volunteer hours and demographic information to support grant applications

Plan and manage annual volunteer events

Digital Media:

Maintain and update development pages of website

Submit electronic calendar listings for Development events, including sites such as (but not limited to) AZFoothills.com and AZRedbook.com

Post social media content, as requested

Create targeted email communications through Constant Contact, as requested

Perform other duties as required or assigned by the Development Director

Application Procedure: Applicants must submit a letter of interest, resume and contact information to Human Resources, 2835 E Washington St, Phoenix, Arizona 85034 or via e-mail to HR@balletaz.org.

Application Deadline: This position is open until filled. The first review of applications will begin October 31, 2017.