What are the responsibilities and job description for the Development Manager position at Swift Creek Mill Theatre?
Company Description: Swift Creek Mill Theatre is a historic theatre housed in a 300-year-old grist mill that opened as Swift Creek Mill Playhouse in 1965. Recognized as a Virginia Historical Landmark and listed on the National Register of Historic Places, the theatre serves as both a cultural venue and a showcase for regional artistic talent. Local actors, directors, designers, and technicians regularly contribute to a diverse slate of productions, making the theatre a vibrant hub for the performing arts. The organization values community engagement, artistic excellence, and respect for its historic setting.
Role Description The Development Manager will serve a key role in the overall team approach to fund development. The Development Manager will build Swift Creek Mill Theatre's first structured Annual Fund and lay the groundwork for a sustainable, diversified fundraising program. This is a hands-on role for an emerging to mid-level fundraiser who enjoys both research and relationships.
Working in close partnership with the Managing Director, the Development Manager identifies and qualifies prospects, designs annual giving campaigns for individuals and businesses, and prepares the materials that move donors from first conversation to gift, and advances existing donors to increased tiers of giving through relationship cultivation. The role also coordinates with the Artistic Director, whose voice and vision are central to many asks.
Essential to this relationship-driven position is to develop a case for support that is centered around the Mill’s current mission, to provide Central and Southside Virginia with professional theatre in a variety of genres, including its Youth Theatre and Educational programs, and preserve its historic building.
KEY RESPONSIBILITIES
Prospect research and pipeline (approx. 25%)
- Identify, research and qualify prospective individual, corporate and business donors, using ticket-buyer and subscriber data, board networks, public records and wealth-screening tools (as available).
- Prepare donor profiles and briefing notes ahead of cultivation meetings and asks.
- Build and maintain a prioritized prospect pipeline with clear next steps for each prospect.
- Keep the donor database accurate and current, including gifts, contacts, moves and pledges.
Annual Fund: individuals (approx. 20%)
- Design and launch the Annual Fund, including giving levels, donor benefits and a yearly campaign calendar.
- Run appeals through mail, email, online, and in-theater channels (curtain speeches (in coordination with leadership), program inserts, lobby presence).
- Develop strategies to convert ticket buyers and subscribers into donors and to retain and upgrade existing donors.
- Manage timely gift acknowledgments and a consistent stewardship plan.
Annual Fund: corporations and businesses (approx. 20%)
- Build a business giving program, including show and season sponsorships, in-kind support, and matching-gift opportunities.
- Create sponsorship packages and benefit tiers tailored to local businesses and larger corporations.
- Steward corporate partners and track delivery of sponsor benefits.
Meeting and proposal materials (approx. 15%)
- Draft proposals, case statements, sponsorship decks, one-pagers and impact reports.
- Prepare meeting packets, talking points and follow-up letters for the Managing Director, Artistic Director and board members.
Grants & Institutional Giving (10%)
- Manage grants calendar, including application, reporting, renewal, and other funder deadlines.
- Research foundation, corporate, government, and other institutional funding opportunities and make recommendations based on fit with our priorities and needs.
- Draft grant applications, letters of inquiry, reports, and other funder communications, with strategic direction and final review from the Managing Director.
- Manage routine grant application and reporting processes, including completing online applications, gathering required attachments and organizational documents, and coordinating submissions.
- Work with artistic and finance staff to gather program data, outcomes, budgets, financial information, and other materials needed for proposals and reports.
- Maintain accurate grant records, including applications, awards, reporting requirements, funder communications, and grant history.
Supporting the Managing Director and the wider program (approx. 10%)
- Partner with the Managing Director to set annual fundraising goals, budgets and a development plan.
- Track progress against goals and produce regular reports for leadership and the board.
- Help engage board members in identifying, cultivating and soliciting donors.
- Support donor events, opening nights and cultivation gatherings.
- Contribute to the long-term growth of the full fundraising program, including major gifts and, where appropriate, foundation grants.
Coordination with the Artistic Director
- Coordinate with the Artistic Director to support asks where artistic vision strengthens the case.
- Arrange artist access, rehearsal visits and backstage experiences for donors and sponsors.
- - Gather artistic content and stories for proposals, appeals and reports.