Development Operations and Database Manager Position Description

Woolly Mammoth seeks a highly detail-oriented and process-focused professional to join our team as the Development Operations and Database Manager. A core member of our fundraising team, the Development Operations and Database Manager is responsible for ensuring that the Development department runs smoothly and efficiently and leveraging accurate data to inform fundraising strategies. This position is responsible for managing the Tessitura patron database, including gift entry and reporting, producing acknowledgement letters, and tracking moves management actions. Additionally, this position is charged with creating and maintaining the best systems for stewarding donors and donor prospects, leveraging data and technological solutions to match departmental and organizational goals. The Development Operations and Database Manager also works cross-departmentally to coordinate efforts with Tessitura, including training new staff and staying up to date with best practices for data management and clear communications across the organization. This position reports to the Director of Development (temporarily reports to the Managing Director).

DUTIES & RESPONSIBILITIES:

Development Procedures

• Establish, maintain, and improve upon the smooth, efficient, and accurate processing of all donor contributions, from start to finish. This includes gifts from individual, foundation, corporation, and government donors to the annual fund, special events, capital campaigns, and special fundraising efforts;
• Maintain moves management schedules and steps for giving officers throughout the organization;
• Proactively seek, identify, and recommend process improvements to support Development departments operations, in service of organizational goals and priorities;
• Process contributions, pledges, and payments (through cash, check, credit card, and stock transfer transactions) and maintain proper back up files;
• Supervise the creation and coordination of all mail, email, and invitation lists across the organization, including working closely with Marketing department;
• Enforce best financial practices related to gift entry and assist Controller with monthly financial close and yearly audit;
• Maintain and accurately track all incoming individual contributed revenue and Board contributed revenue with support from the Director of Development, assisting with quarterly reprojections

Database Management

• Set up and maintain all campaigns, appeals, funds, source codes, events, plans, and other structures in Tessitura CRM system;
• Write and distribute donor acknowledgement letters, in accordance with required parameters;
• Track donor benefits in Tess
• Create and update donor plans to inform fundraising approaches and strategies;
• Prepare weekly donor lists and background information for front-line fundraisers (including Director of Development, Artistic Director, and Managing Director), working in close coordination with Individual Giving Manager and other members of the Development team;
• Pull patron lists, build and run Development reports; produce analysis materials as needed;
• Maintain accurate and updated donor listings in all communications (playbill, website, lobby recognition, etc.);
• Pull mailing data and accurately track revenue to compare against projections

Administrative Support and Training

• Lead and serve on the Tessitura Committee
• Train and support other staff on Development operations as needed;
• Support fundraising events, including pulling guest lists and tracking invitation outreach
• Provide administrative support to Executive Leadership for the Board of Directors through maintaining the Prospect Pipeline for the Board Nominating Committee
• Provide Tessitura database support and training across the organization, including employing outside support as needed;
• Spearhead relevant Tessitura upgrades and assist with third party integrations (email platforms, event platforms, research platforms, etc.);
• Collaborate with other Tessitura users to maintain accurate data across the organization.

Company-Wide Responsibilities:

• Commit to Woolly’s policy of anti-racism and radical inclusivity. This includes participating in anti-bias/anti-harassment training, familiarizing yourself with the policies in the employee handbook, using Woolly’s Liberation Library as an educational resource, engaging in EDI work at Woolly, and furthering your own independent journey with anti-racism.
• Cross-departmental collaboration, including participating in at least one Woolly working group, committee, and/or taskforce outside of your own department.
• Advocate for policies both internally and externally that further advance Woolly’s stated values on an organizational, local, and national scale.
• Contribute in meaningful ways to the culture. See “Our Culture at Woolly” section below for more information.
• Act as an ambassador for Woolly Mammoth in the local community and beyond.

QUALIFICATIONS:

Experience:

• Demonstrated experience with customer relationship management software and databases. Tessitura experience required;
• Experience with nonprofit fundraising is preferred;
• Experience with Microsoft Office (Outlook, Word, Excel, PowerPoint).

Essential Knowledge, Skills, and Abilities:

• Knowledge of the rules governing nonprofit donations;
• An analytical and inquisitive nature and interest in data and systems;
• Clear and effective verbal and written communication with a wide range of staff, donors, vendors, and other stakeholders;
• High level of confidentiality, with sound judgment, discretion, and personal integrity;
• Excellent organizational skills with strong attention to detail;
• Excellent interpersonal skills and the strong desire to interact with people;
• Technical savvy and general computer literacy, with the ability to learn new software quickly.

Other Skills or Qualities:

• Active engagement and leadership development in your individual position is integral to the overall health of our organization. This will be reviewed and defined with your supervisor to set individual goals. Woolly encourages employees to take personal responsibility and pride in their work.
• See the larger picture and pull out the relevant details to diagnose problems. Think creatively about how to solve problems including new ways of working together. Woolly values innovative thinking, big ideas, and bigger passion.
• Collaborate with and adapt to a wide variety of people and personalities, working styles, and artistic visions.
• Self-motivated, organized, and able to manage multiple priorities and projects;
• The ability to collaborate with a wide variety of people, personalities, and working styles;
• Detail-oriented and able to see the larger picture in service of holistic and creative problem solving;
• Ability to work both independently and collaboratively;
• Understanding of how fundraising responsibilities contribute to Woolly Mammoth’s mission, embody its values, and achieve its long-term vision;
• An appreciation for theatre and a belief in the arts as an important contributor to society.