Development AssistantCompany: Ballet Arizona
Date Posted: October 19, 2017
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:
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
Providing support for meetings and events
Securing, scheduling and managing volunteers
Maintaining and updating Development pages of website
Take inventory and order all development collateral and materials
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
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
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
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
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.