Overview
External Affairs Database Coordinator Jobs in Salt Lake City, UT at Ballet West
The External Affairs Database Coordinator supports the Fundraising and Marketing Teams, including the Senior Director, External Affairs, and the Executive Director. Tracks, forecasts, and reconciles fundraising revenue, compiling weekly and monthly financial reports for internal teams, and the Board of Directors. Leads administration and management of donor database, implementing practices to systematize departmental needs in tandem with database. Processes and generates receipts for all contributions received. Supports communication with donors regarding contribution history, payments, and events, and participates in event execution.
Database Coordination – Spearhead Fundraising and Marketing Team’s usage of Ballet West’s donor database (Tessitura). Identify opportunities for increased efficiency of recordkeeping, accuracy of information input, and new initiatives based on departmental needs. Lead implementation and internal training with fundraising and marketing team members.
· Manage integration and upkeep of DonorSearch data in Tessitura;
· Manage various departmental and organizational Tessitura needs, including but not limited to: List generation; Constituent account maintenance; Membership organization set-up, maintenance; Facilitate and lead team trainings on useful topics; external affairs liaison with Patron Services for set-up, maintenance of fundraising-related TNEW pages
· Serve as fundraising liaison for Ballet West at Tessitura Advisory Group (TAG)
· Assist other fundraising team members in plans “rollover,” duplicating needed existing plans into the next fiscal year
· Utilize Tessitura Network website and documentation for training and learning opportunities
· Responsible for assisting in donor and prospect research and reporting
· Provide regular analysis of database trends
· Maintain updated donors lists for the website, playbills, and other publications
· Work with Marketing and Patron Services teams to pull fundraising-specific data sets related to season subscription renewals, including the renewal mailing for existing subscribers, the acquisition mailing for new subscribers, and both the website and TNEW site
Gift Entry and Receipting – Maintain accurate historical records of all gifts received and ensure timely donor acknowledgment.
· Daily entry of donations into database; properly code donations for reconciliation and tracking purposes
· Produce tax receipts in a timely manner for all donations
· Generate annual year-end summary for open pledges
Financial Tracking, Forecasting & Reconciliation – Maintain accurate financial records in harmony with Finance Department, as well as accurate forecasts both for internal needs and as benchmarks for organizational planning. Serve as liaison as needed for extracting financial information from the database.
· Revenue tracking in database; ensure reconciliation with the finance department
· Record in database pledge payments and gifts received
· Maintain an internal record of any gifts received that are to be temporarily restricted by time, purpose, or a combination thereof, including by marking as “restricted” for a defined time period
· Work with fundraising team members to maintain accurate forecasts to use alongside reconciled for Board of Directors financial report; the total cash forecast for the year in the board report should match the total cash forecast in the month-by-month cash flow document
Event Support – Provide support at events throughout season.
Qualifications
-Tessitura (or other CRM database) software proficiency, preferred
· Financial non-profit literacy, preferred
· Analytical comprehension and attention to detail
· Project management and organization skills
· Strong interpersonal skills and the ability to multi-task
· Excellent writing and proofreading abilities, recommended
· Knowledge of ballet and the arts very helpful
· A four-year college degree and a minimum of three years related experience
· Strong communication skills
Working Conditions & Expectations
· Actively participates in and contributes to a dynamic culture that fosters teamwork, accountability, trust and respect
· The ability to work some evenings and weekends when Ballet West performs or has events.
· At all times, upholds the ethical and confidentiality guidelines the Association of Professional Researchers for Advancement (APRA).
About Ballet West
BALLET WEST is a nonprofit founded in 1963 and is one of America’s leading and largest ballet companies, led by Artistic Director Adam Sklute. The Company boasts a rich and varied repertoire, elegant and versatile artists and an American style and legacy that is as dynamic, expansive and unexpected as the Rocky Mountain region it represents. Ballet West has toured the world several times, presenting the very best in American classical ballet. Nearly 100,000 students are served through outreach programs each year, reaching 100% of all Utah school districts. The Company continues to build future ballet artists and audiences by providing classical ballet training through the Frederick Quinney Lawson Ballet West Academy and its four campuses in downtown Salt Lake City, Pleasant Grove (Utah County), Park City, and Trolley Corners. With more than 1,000 students, it is the largest ballet and dance school in the Intermountain Region. Nearly $400,000 in scholarships are distributed annually to Academy Students.
Ballet West embraces diversity and equal opportunity. We are committed to building a team that represents a variety obackgrounds, perspectives, and skills. We strongly encourage women, people of color, LGBT individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. Ballet West is an equal opportunity employer. Applicants will not be discriminated against due to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
Job Type: Full-time
Pay: $45,000.00 – $48,000.00 per year
Benefits:
401(k)
Dental insurance
Employee assistance program
Employee discount
Flexible schedule
Flexible spending account
Health insurance
Life insurance
Paid time off
Vision insurance
Work Location: In person
Title: External Affairs Database Coordinator
Company: Ballet West
Location: Salt Lake City, UT
