What are the responsibilities and job description for the External Relations Administrator position at Flint Institute of Music?
About The Opportunity
This position reports to the Vice President of External Relations to support the External Relations division as needed. The individual manages and ensures administrative processes for the External Relations division with primary responsibility for the organization’s advancement services including enhancing its ability to thank, acknowledge, steward, communicate with, research and educate donors and prospective donors.
Specific Responsibilities And Qualifications
This position reports to the Vice President of External Relations to support the External Relations division as needed. The individual manages and ensures administrative processes for the External Relations division with primary responsibility for the organization’s advancement services including enhancing its ability to thank, acknowledge, steward, communicate with, research and educate donors and prospective donors.
Specific Responsibilities And Qualifications
- Manage and ensure execution of Gift Administration Procedures including:
- Daily gift entry, ensuring accuracy and timely acknowledgment
- Assign fund/designation and coding structure for all gifts
- Maintain donor constituent coding structure, and assign coding to all donor constituent records
- Manage receipt of pledge agreements, invoicing and records in CRM/Tessitura
- Produce gift acknowledgment letters
- Ensure all donor correspondence, gift agreements/documents, obituaries, etc. are scanned to constituent records
- Maintain up to date documentation of all gift processing procedures
- Produce year-end cumulative gift reports for donors by Jan 15 for tax purposes
- Produce lists and list extractions for development, stewardship and other external relations division needs (appeals, publication mailings, invitations, correspondence).
- Produce solicitation letters, manage mailing, track results and produce reports for annual fund campaigns, year-end appeal, and a variety of special appeals and campaigns.
- Manage and implement procedures for tracking event and program sponsors: create/update sponsor agreement templates, set up elevated events as needed in Tessitura, prepare invoices and acknowledgment letter, maintain sponsor listings and track sponsor benefits by event, and coordinate communications with event and marketing staff to ensure benefits are fulfilled.
- Manage and maintain records for stewardship and donor recognition programs, giving societies and annual awards (e.g. Mrs. J Dallas Dort Society, J. Dallas Dort Society, Davin Pierson Torree Seeing Stars Legacy Fund, etc.).
- Manage and maintain dashboards for External Relations Division as assigned
- Maintain and prepare reports for finance including monthly receivables, recurring gifts, and others as requested.
- Manage plans and portfolios data system including assisting staff with training and set-up, coding/designation of staff to donors and portfolios, tracking portfolio activity, and generating reports.
- Support VP ER with management of division meetings including agendas, scheduling, notes/minutes, attendance, correspondence, filing, etc.
- Support ER team members with online giving platform set-up (Classy) including pulling reports, updating internal users, editing/proof-reading campaign pages as requested.
- Work with VP of Finance and Administration and Mgr Special Events to support budget creation for fundraising events and assist as needed in expense tracking and reconciliation.
- Support other administrative needs of ER Division as assigned by VP including expense reports, annual budgeting process, monthly board reports.
- Bachelor’s Degree or equivalent experience
- Minimum of 2 years in Gift Administration and/or Advancement Services; experience with Tessitura, a plus
- Ability to maintain sharp concentration and accuracy during repetitive tasks and tight deadlines.
- Conscientious and methodical with ability to maintain meticulous quality control.
- Strong Microsoft Office skills and experience in complex integrated data base systems.
- Ability to work independently, but also as a team player who will productively collaborate with others to ensure successful donor and constituent engagement.
- Passion for the performing arts, and an ability and willingness to quickly learn FIM history, mission, programs, etc.
- Starting at $18.50 per hour
- Full Time Position
- Medical, Dental, and Vision Insurance
- Flexible Schedule/Remote
- 401k Eligible
- Exempt
- The Flint Institute of Music is an equal-opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
Salary : $19