Donor Operations Coordinator

Salary Range: $40,000.00 To $45,000.00 Annually

Department:

Development

Job Title:

Donor Operations Coordinator

Reports to:

Director of Donor Relations

Full-time Hybrid Tier

Hours:

M-F, 9-5 pm general schedule; occasional nights and weekends based on performances

The Joan W. and Irving

B. Harris Theater for Music and Dance is Chicago’s primary residence for music and dance, connecting diverse audiences with outstanding artists from across the city, the nation, and the world.

The Donor Operations Coordinator reports to the Director of Donor Relations, and works in collaboration with the entire development team to provide information, support, and services to advance fundraising efforts supporting the mission of the Harris Theater.

Primary responsibilities include entering contribution data, maintaining constituent records, generating timely donor acknowledgement letters, and providing support for donor communications. Successful candidates will work well both independently as well as part of a team, possess excellent time management skills, customer service orientation, and a thorough attention to detail.

The Harris Theater is a 1,499-seat multi-use performing arts venue located in Millennium Park. The Donor Operations Coordinator will serve alongside a five-person fundraising team, raising $5M annually in addition to campaign fundraising efforts.

• Process gifts, pledges, pledge payments, sponsor ships, and other contributions accurately and in a timely manner.
• Prepare and distribute tax receipts, acknowledgment letters, pledge documentation, and payment reminders.
• Maintain accurate electronic and paper records of gift information and donor correspondence.
• Coordinate with Finance and Development staff to reconcile gifts, resolve discrepancies, and ensure accurate gift coding and donor recognition.

• Maintain accurate and up-to-date constituent records in Tessitura (the Theater’s CRM), including contact information, household and organizational relationships, giving history, affiliations, and recognition preferences.
• Manage the setup and tracking of campaigns, funds, appeals, memberships, sponsor ships, and special events in Tessitura.
• Perform data entry, imports, exports, audits, duplicate resolution, and other quality-control activities to maintain data integrity.
• Generate donor lists, reports, queries, and data for fundraising, stewardship, events, marketing, and other departmental needs.
• Identify and recommend improvements to database procedures, processes, and systems to support efficient and effective use of Tessitura.

• Manage donor and prospect lists for email, direct mail, print materials, invitations, events, and other communications.
• Create and maintain targeted donor segments in Prospect2 and other systems based on giving history, campaign participation, membership, sponsorship, event attendance, donor preferences, and other relevant criteria.
• Ensure accuracy and quality control of lists, including appropriate inclusion and exclusion criteria, duplicate suppression, and communication preferences.
• Produce, proof, and collaborate with other departments on donor recognition across print, digital, onsite, and electronic platforms, including donor walls, plaques, program books, website pages, and sponsorship recognition.

• Support fundraising, stewardship, membership, sponsorship, and donor engagement initiatives through accurate data, reporting, communications, brief preparation, and benefit fulfillment.
• Assist with booking tickets for Development contacts
• Assist with donor events, including guest lists, invitations, seating information, name tags, and donor giving histories.
• Attend and assist with donor engagement at majority of Harris Theater Presents performances and donor stewardship events.
• Collaborate with Development, Finance, Marketing, Communications, Patron Services, and other departments to ensure accurate and consistent donor information.
• Coordinate with Marketing around digital…