Donor Services & Data Specialist

Trinity Repertory Company • Providence, RI

1h • Onsite

About The Position

Do you love working with people and keeping the details beautifully organized? Trinity Repertory Company, Rhode Island’s Tony Award-winning theater, is looking for a proactive Donor Services & Data Specialist to do both. In this role, you’ll steward donor relationships through thoughtful service and accurate gift processing, manage and maintain our fundraising database, track contributed revenue, and support reporting and reconciliation. This is a great opportunity for someone who enjoys connecting with supporters, improving systems, and playing a key role on a collaborative fundraising team.

The Donor Services & Data Specialist leverages data to advance fundraising and support positive patron relationships on behalf of the organization. This position serves as a super-user for Trinity Rep’s fundraising database, managing all aspects of and ensuring accuracy of gift and patron data, acknowledgment, solicitor and moves management tracking, donor benefit fulfillment, and development reporting. The Donor Services & Data Specialist works with the Director of Institutional Advancement and Associate Director of Individual Giving to create, maintain, and improve systems and processes that support a fast-paced fundraising environment and high level of donor satisfaction; supports the Development Team in staffing cultivation and fundraising events; and reconciles financial information with the business office.

The ideal candidate will be self-starting, highly organized, and detail-oriented; have strong problem-solving skills; and be able to effectively communicate with a variety of constituencies and support strong relationships on behalf of the organization. Minimum requirements include three years of experience working in a customer relationship management system or similar relational database (Salesforce or PatronManager preferred) and professional fundraising and/or customer service experience (or an equivalent combination of education and experience); proficiency in Microsoft Office (or equivalent software suite); and an interest in the arts.

Familiarity with accounting preferred.

Apply online at www.trinityrep.com/jobs.

Requirements

• Minimum of three years of professional fundraising and/or sales experience and applicable relational customer database experience (or a combination of equivalent experience and training).
• Strong analytical, organizational, and critical thinking skills.
• Close attention to detail and exceptional time management.
• Skilled multi-tasker, able to work calmly and efficiently under pressure of deadlines.
• Able to handle donor information with sensitivity, respect, and accuracy.
• Excellent, persuasive, and diplomatic communicator with the ability to positively interact with, effectively share information with, and respond to questions from patrons, colleagues, and managers in writing, by telephone, and through face-to-face conversation.
• Strong interpersonal skills.
• Ability to communicate information about development procedures and operations to managers and colleagues.
• Ability to read, analyze, and interpret data, general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write business correspondence, reports, and procedure manuals, and to present numerical data in a clear and accurate manner.
• Ability to add, subtract, multiply, and divide figures and to calculate percentages, discounts, and interest.
• Ability to understand and apply concepts of probability.
• Ability to project future giving.
• High degree of integrity and professionalism, respecting confidential donor information and relationships.
• Exceptional organizational skills and the ability to identify priorities, develop strategies, manage multiple tasks at once, and keep track of and meet deadlines and goals.
• Strong problem-solving skills.
• Ability to collect and interpret data and information, establish facts, define problems, and draw reasonable conclusions.
• Ability to interpret technical instructions in narrative, mathematical, or diagram form and deal with several abstract and concrete variables.
• proficiency in customer relationship management and/or fundraising database software (SalesForce or PatronManager preferred) with experience in query or report building and troubleshooting; internet software; spreadsheet software; word processing software; and email software.
• Must be able to remain in a stationary position for up to 75% of the time
• Must be able to move about inside an office space and theater spaces to access file cabinets, office machinery, converse with and greet patrons, etc.
• Must have the physical ability to regularly operate a computer and other office productivity machinery (i.e. photocopier, computer printer)
• Must have ability to read computer screens and print materials
• Must be able to ascend/descend stairs and move about multiple times daily to navigate theater
• The person in this position frequently communicates with patrons, staff, and other constituencies. Must be able to exchange information, discuss, express oneself, and communicate in a tactful manner
• Must be able to observe physical body language and non-verbal cues
• Must have the physical ability to move objects weighing up to 10 pounds for office functions and event set-up
• Employee must be able to work evenings and weekends up to 5% of the time

Nice To Haves

• Familiarity with accounting preferred.
• Familiarity with financial management and/or accounting preferred.

Responsibilities

• Support technology infrastructure required to help Trinity Rep meet current and future fundraising goals
• Serve as a certified admin for Trinity Rep’s Salesforce-based customer relationship management system, PatronManager
• Manage and maintain the integrity of donor, prospect, gift, and relationship data in PatronManager to ensure accurate, reliable information that strengthens engagement
• Process, qualify, and record donations from all sources; manage installments and recurring payments; submit deposits to business office; generate timely and accurate gift acknowledgments and tax receipts; generate pledge reminders and invoices; maintain current relationship management notes
• Create, maintain, and execute reports that track fundraising progress and facilitate analysis of patron engagement and giving trends
• Track contributed revenue and generate reports on behalf of and for the Development team, including monthly cash and pledge allocations, special event income, grant-related data, campaign reports, and financial reports for auditors
• Reconcile monthly income with the Business Office and prepare contributed income reports required for the annual audit process
• Mine, manipulate, and merge data from nonconforming data sets to improve accuracy and usability
• Maintain accurate and current electronic and paper filing systems
• Secure and maintain certified administrator status in PatronManager; participate in relevant external PatronManager and Salesforce user groups to stay informed of best practices and emerging tools
• Proactively identify and recommend process improvements to support development operations, in service of organizational priorities
• Conduct regular reviews to identify and resolve issues in reporting and database automations
• Train and support colleagues in their use of PatronManager, communicate system updates, and assist with questions and troubleshooting
• Maintain clear and up-to-date standard operating procedure documentation
• Leverage touchpoints to build strong, positive, lasting connections between supporters and Trinity Rep
• Ensure fulfillment of donor benefits, providing prompt, courteous service
• Provide ticketing assistance for Trinity Rep’s VIPs (Inner Circle donors and other high-priority patrons), serving as a point-of-contact for ticket purchases and exchanges, and assisting with securing tickets for theaters in New York
• Analyze fundraising/giving trends and work with the Development team to identify opportunities for deeper engagement across constituencies
• Support execution of Annual Fund fundraising activity according to strategy and schedule established by the Director of Institutional Advancement and Associate Director of Individual Giving, including: Preparing segmented lists for appeals; tracking progress against targeted asks and projected amounts; managing logistics for online and direct mail appeals; and updating relationship managers and solicitors on donor activity o Supporting growth of recurring giving and text-to-give programs, including idea generation, analytics, and reporting
• Maintain up-to-date donation acknowledgements and communications for giving across all platforms, and serve as the organization’s primary contact for donor questions regarding their giving history and future contributions
• Create briefing materials to support prospect and donor visits
• Conduct prospect research and develop prospect lists and profiles for the Annual Fund and other campaigns as needed
• Track gifts from donors under management and communicate their giving to the appropriate staff
• Pull and manage segmented lists for donor recognition, development mailings, and e-communications
• Support Development Team in making thank you and qualification calls
• Identify and reconcile errors and misunderstandings with donors in a professional and pleasant manner
• Provide staffing support for fundraising, cultivation, and stewardship events to inspire and build enthusiasm for supporting Trinity Rep
• Maintain current knowledge of best practices
• Understand and effectively communicate the mission, programs, and values of Trinity Rep
• Support general fundraising projects and tasks as needed
• Support Trinity Rep in fostering our core values of Company, Community, and Education and in our work to become an anti-racist institution
• Other duties as assigned

Benefits

• Competitive benefits package including health insurance, dental insurance, voluntary supplemental benefits, 401(k), vacation, sick time, personal time, and paid holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed