Donor Relations and Events Manager

  • Job Reference: 00002422-1
  • Date Posted: 27 April 2022
  • Company: Oregon Children's Theatre
  • Location: Portland, Oregon
  • Salary: On Application
  • Sector: Nonprofit
  • Job Type: Permanent

Job Description

TITLE: Donor Relations and Events Manager

DEPARTMENT: Development 

PROJECT MANAGER: Director of Marketing & Development


PURPOSE

The Donor Relations and Events Manager is responsible for maintaining individual donor relations, assisting in researching new grant opportunities, managing, and maintaining the fundraising side of our CRM database Patron Manager, coordinating, and executing the annual gala and other donor events, donor data entry, sending donation reports to finance, managing and maintaining prospect research tools, and coordinating and planning the development calendar in collaborating with marketing. As needed, they will serve as backup support for the Patron Services department by answering calls and processing ticket or tuition orders. 

As an outward facing role, it is crucial that this employee is strongly committed to anti-racism and equity work and can be a steward for equality. This position is not limited to the duties listed in this job description. Other departments may ask for assistance as needed. 

SKILLS NEEDED

  • Patron Manager Administrative Certification (can be obtained after being hired)
  • Effective, pleasant, and clear communication
  • Event planning
  • Building long-term relationships with vendors, patrons and donors
  • Comfort with cold calling and heavy phone time
  • Commitment to antiracism and equity both personally and professionally
  • Ability to work comfortably with Microsoft Office products including Teams, Outlook, Word, PowerPoint, and Excel; as well as ticketing and donor prospecting software
  • Detail and Deadline-oriented
  • Eagerness to work as a team player in a collaborative department
  • Basic understanding of HTML

DUTIES & RESPONSIBILITIES

  • Donor Relations
    • Regularly communicate with donors of all levels through thank you letters, phone calls, and in-person meetings (once it is safe to do so)
  • Plan and Execute Annual Gala
    • Research and hire event vendors, in partnership with the Director of Marketing and Development
    • Coordinate event logistics with vendors and event committee
    • Schedule event committee meetings
    • Take minutes for committee meetings
    • Solicit raffle and auction items
    • Pull invitation lists
    • Solicit event sponsorships of all levels
    • Solicit special appeal gifts of all levels
    • Donor data entry including RSVPs, meal choices, and donations
    • Communicating and thanking donors during the event
    • Organize and send out donor acknowledgments post-event
  • Database Management
    • Set up campaigns
    • Record all gifts, pledges, and grants made via credit card over the phone, checks/cash in the mail, and third-party donation processing sites such as Facebook.
    • Coordinate with the Finance Department to pull and format ACH and Check donation reports
    • Pull and schedule reports upon request
    • Data cleanup
    • Update/create donation webpages
    • Update/create donation thank you templates
  • Prospect Donor Research and Cultivation Planning
    • Research current donors and patrons using our prospect research tool
    • Find potential new donors and work with the Director of Marketing & Development to strategize relationship building and gift solicitation
  • Grant Research Support
    • Support the Development Associate & Grants Manager with researching new grants that fit with current funding needs.
    • Write grants as needed
  • Development Calendar
    • Coordinate with the department via Monday.com the fundraising campaigns and events for the fiscal year. 
    • Create and assign tasks in Monday.com related to each fundraising campaign and event.
  • General Development Admin
    • Administer acknowledgment letters, invoices, thank you postcards, and other communications as needed
    • Create donor benefits and inform donors how to receive their benefits
  • Patron Services Support
    • Assist Patron Services Department by answering box office phone calls and selling tickets and registering students for classes throughout the year.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

  • May be required to work evenings, weekends, or holidays, and travel to off-site meeting locations.
  • Must be able to exert up to 50 pounds of force occasionally and/or up to 10 pounds of force frequently, to lift, carry, push, pull or otherwise move objects. Physical accommodations are possible for applicants with limited mobility.
  • All staff is required to be fully vaccinated for COVID-19 and as applicable is required to wear masks at OCT locations and observe social distancing of 6' indoors. Exemptions may be considered as required by law.

COMPENSATION AND BENEFITS

  • Full-time, exempt. Year-Round.
  • $40,000 - $45,000 per year, depending on experience
  • Paid holidays, vacation, sick, and personal leave
  • Employer-sponsored 403b, no employer match currently
  • Employer-paid medical and dental insurance for employee
  • Comp and discounted show tickets and discounted Acting Academy class tuition

RECRUITMENT TIMELINE:*

  • Job Posting closes: 5/10/22
  • Applications Reviewed: Week of 5/9/22
  • Eligible List / Notices Generated: week of 5/16/22
  • Invited Interviews: mid-late May 2022
  • Job Offer: June 2022

*Is approximate and subject to change.

APPLICANT INSTRUCTIONS

Applicants must submit a cover letter/statement of interest, resume, and three professional references. References will not be contacted until explicit permission has been granted to us by the applicant.

Optionally, applicants may provide sample work such as grant writing, sponsorship solicitation, event outlines, or other professional writing samples.

ADDITIONAL INFORMATION

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job. Oregon Children's Theatre provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.