Job Title: Development Associate, Gifts & Records
Reports to: Chief Development Officer
Interacts regularly with: Director, Individual Giving and Major Gifts
Director, Institutional Giving and Stewardship
Status: Full-time, Exempt
The key responsibilities of the Development Associate, Gifts & Records include management of the donor database within Tessitura, production and distribution of donor acknowledgements, and processing of donor contributions. This position will also create lists/queries/reports, and is also responsible for creating and implementing new data entry and acknowledgement procedures and policies. This position will also respond to donor requests and inquiries.
Essential Job Functions:
• Responsible for gift entry and acknowledgment processes for the Development department and assists with operational support and special projects. Duties include, but are not limited to:
o Ensure all contributions and pledges (daily checks, ticket renewal gifts, credit cards, stock transfers) are entered with accuracy and efficiency, keeping in line with Fiscal Year deadlines and Department guidelines.
o Manage donor records in Tessitura to maintain accurate information and provide the department with tools and resources to understand record and data maintenance procedures.
o Responsible for identifying, implementing, and enforcing Gift Entry Policies and Procedures and maintaining the departments accessibility to and knowledge of these processes.
o Based on Gift Entry Policies ensure development forms for gift entry including: Credit Card Gift Forms, Credit Card Billing Forms, Gift Adjustment Forms etc. are properly administered
o Run pledge reminder and statement generation processes on a monthly to bi-monthly basis for individuals and Multi-Year Donors.
o Manage the monthly revenue reconciliation and year-end reconciliation periods between the development department and the Finance department including the compilation of documentation for the Annual Audit.
o Manage the processes for adjustments/reallocations, refund, and write-off transactions in Tessitura.
o Responsible for ensuring the accurate and timely production of acknowledgment letters and tax receipt mailings for multiple campaigns and for distinguishing new and more efficient processes in this area.
o Communicate effectively with others in the development department and the organization about event, corporate and foundation gift entry as well as any special project fundraising to ensure entry and reporting accuracy.
o Work closely with the IT department to set up rules for campaigns, funds, appeals, acknowledgement letter templates, designations and source codes in Tessitura as well as to troubleshoot database errors and inconsistencies.
o Manage Development Department’s Monthly Billing process including maintaining payment schedules for multiple donors and ensuring Credit Card information is up to date and charged in accordance with pre-determined schedules.
o Interact with Donors regularly on the phone and in person from a solicitation and stewardship position.
o Provide Concert duty as needed in the Green Room, Patron Donor Lounge and at Valet Station and assist with Donor Events as needed.
o Perform additional duties as required by the Houston Symphony Society.
• Bachelor’s degree required
• One to three years’ experience in non-profit fundraising preferred
• Computer proficiency in Microsoft Word and Excel required; knowledge of donor database (Tessitura) preferred.
• Excellent grammar, spelling and proofreading abilities with strong attention to detail.
• Strong organizational and time-management skills.
• Self-starter and eagerness to take initiative.
• Ability to work well in a fast paced environment while managing multiple tasks.
• Excellent interpersonal skills and diplomatic abilities.
• Ability and willingness to work evenings and weekends, especially in particularly busy times during the season, namely December and May.
About Houston Symphony
Mission of the Houston Symphony:
The mission of the Houston Symphony is to inspire and engage a large and diverse audience in Greater Houston and beyond through exceptional orchestral and non-orchestral performances, educational programs and community activities.
The Houston Symphony is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, religion, ancestry, age, sex, marital status, national origin, disability or handicap, veteran status, or any other protected class.