Philanthropy Operations Coordinator

The Philanthropy Operations Coordinator provides essential administrative and data support to Everyman Theatre's Philanthropy department. This is a detail-oriented, process-driven role for someone who takes pride in accurate, timely work and understands that the integrity of donor data and communications is the foundation of a healthy fundraising operation.

This part-time position reports to the Donor Engagement Manager and works closely with the broader Philanthropy team. It is an excellent opportunity for someone early in their nonprofit career or looking to build foundational experience in arts fundraising.

Gift Processing & Donor Records

• Process donations accurately and in a timely manner in the CRM (Patron Manager)
• Generate and send acknowledgment letters, tax receipts, and pledge invoices
• Maintain accurate and up-to-date donor records, including active donor lists for season programs and the organization's website
• Support data entry and record maintenance across the philanthropy database

Mailings & Donor Communications

• Coordinate logistics for direct mail and digital appeals, including maintaining mailing lists, running mail merges, and confirming supplies
• Serve as a point of contact with vendors including mail houses, printers, and USPS
• Assist with donor benefit tracking and dissemination

Administrative & Events Support

• Maintain and track the Philanthropy department's event supply inventory
• Provide light administrative support to the Philanthropy team as needed
• Assist with setup and breakdown at donor events, including our Donor Technical Rehearsals, Backstage Breakfasts, Producer's Circle Series, and Opening Nights on an as-needed basis
• Support the coordination of Everyman's annual gala fundraising event, including: email communication for guests and sponsors, tracking guest and sponsor information, and supporting data entry and management for our gala fundraising platform, One Cause

Required

• Strong attention to detail and commitment to data accuracy
• Ability to follow established processes and procedures consistently
• Comfortable working with databases or CRM systems; willingness to learn Patron Manager
• Proficiency in Microsoft Office 365
• Excellent organizational skills and ability to meet deadlines
• Collaborative, dependable, and discreet with sensitive donor and financial information

Preferred

• Previous experience in a nonprofit, arts organization, or fundraising environment
• Familiarity with Patron Manager or Salesforce-based systems
• Interest in growing a career in nonprofit development or arts administration

• Part-time, non-exempt position; approximately 15 - 20 hours per week
• Schedule to be determined; some flexibility required around campaign deadlines and occasional evening events
• Hourly rate: $20 - $25 per hour, commensurate with experience
• Everyman Theatre employees receive complimentary and discounted tickets to performances and discounts to classes