Development Operations Coordinator

Seattle Rep•Seattle, WA

3d•Hybrid

About The Position

Seattle Rep is seeking a reliable and self-motivated Development Operations Coordinator to join our fundraising team. Reporting to the Development Operations Director, this role supports the back-end operations of the Development Department, which is responsible for raising over $8 million annually in contributed revenue. This position supports timely gift processing and reconciliation, maintains accurate donor data, produces donor acknowledgment letters, and supports administrative needs such as large in-house mailings and donor events. This hybrid role requires at least two in-office days per week, with additional availability during critical periods of the theater’s calendar, including late December, late June, the weeks surrounding the annual gala, and season launches. The Development Operations Coordinator will support the success of our fundraising campaigns and appeals through all phases, from cultivation, solicitation, processing of contributions, and donor stewardship. This position requires a thoughtful and organized team player with computer proficiency, keen attention to detail, ability to juggle multiple deadlines, and clear communication skills.

Requirements

Commitment to cultivating an equitable, diverse, and inclusive workplace via decisive action including consistently seeking out opportunities for self and community improvement in the areas of racial equity, accessibility, gender inclusivity, and cultural sensitivity.
A minimum of two years of supporting similar administrative experience, preferably in a development or finance role at a not-for-profit or arts organization
Experience with Tessitura or other comparable CRM systems/databases
Ability to organize work, set appropriate priorities while working on multiple projects, and meet deadlines
Very strong attention to detail
Effective oral and written communication skills
Good interpersonal skills and comfort interacting with donors, trustees, and other stakeholders
Ability to manage confidential information with discretion
Ability to work both independently and collaboratively with a team in a fast-paced yet collegial environment
Proficiency in Microsoft Office (Word, Outlook, Excel, Teams) with the ability to learn new software and systems quickly
An ability to work some flexible hours as necessary (typically for donor events, and with advance notice)
This hybrid role requires at least three in-office days per week, with additional availability during critical periods of the theater’s calendar, including late December, late June, the weeks surrounding the annual gala, and season launches
Experience performing similar bodies of work in a not-for-profit organization

Nice To Haves

3+ year of administrative experience, preferably in a development or finance role at a not-for-profit or arts organization
1+ year of experience with Tessitura or other comparable CRM systems/databases
Great Customer Service experience especially over the phone and email
Interest in developing greater fluency with database management, financial operations, and data analysis/visualization.
An appreciation for professional live theater
Bachelor’s degree or equivalent

Responsibilities

Process and record all incoming contributions (mail, web, etc.) in Tessitura
Serves as primary donor support contact, resolving giving and processing inquiries via phone and email
Generate monthly and annual reconciliation reports for Finance while troubleshooting discrepancies
Compile reports and documentation for annual audit and tax return preparation
Manage coding for invoices, receipts, and monthly credit card statements
Monitor the Gift Coding and Donations Inbox; respond to Gift Officer requests and donor processing needs
Assist with tracking outstanding pledges and provide regular status updates to Gift Officers
Provide administrative and processing support for large-scale fundraising events including Gala pre-fundraising booking, registration, live gift processing (Raffle, Auction, and Raise the Paddle) with Business Operations Team, and Pledge Reconciliation
Provide in-person gift coding support for Annual Fund initiatives like Giving Tuesday and GiveBIG
Assist with subscription gift coding and process during spring renewal season
Generate and distribute mass and customized acknowledgment letters/emails within 5-7 business days
Tailor acknowledgments for individual and institutional donors based on campaign or appeal needs (including Gala Receipts)
Produce cumulative giving letters upon request
Prepare in-house mailings for Major Gifts and Annual Fund campaigns (EOCY/EOFY), including merge, edit, print, assembly, and distribution
Take and distribute notes and action items for Development Team meetings
Manage Development supplies (greeting cards, stationary, and event materials)
Support donor research and data entry, including portfolio sweeps for Giving Tuesday, Gala, GiveBIG and cultivation events
Assist with donor events, tabling, receptions, and meetings as needed
Follow and update SOP documentation for transaction processing, reconciliation, and database operations
Identify and merge duplicate donor records; update donor contact details and payment information
Update third-party login information and annual registration waivers
Monitor auto-generated Tessitura Reports and flag errors
Maintain accurate gift record-keeping, including donor designations and restrictions
Serve as an essential contributor to Seattle Rep’s culture and success
Add constructively to the collaborative and collegial health of the organization
Add actively and constructively to the equity, diversity and inclusion work of the organization, including attending all-staff training sessions
Engage with and strive to embody Seattle Rep’s mission, vision, and values in all aspects of work
Help create a culture of philanthropy among staff, Board members, and donors