Philanthropy Operations Coordinator

Summary of Position:

Reporting to the Director of Campaign and Philanthropy Operations, the Philanthropy Operations Coordinator executes the general operational needs for the philanthropy department. This critical administrative support role is responsible for gift processing, data integrity, institutional giving operations, and office operations. In addition, external donor-relations and stewardship are a component of all philanthropy department activity and provide growth opportunities for this support role. This is a full-time, on-campus position in a lively, fast-paced environment in pursuit of the School’s mission to provide the highest quality performing arts education at all levels of development. You belong on our team if you have a deep interest in education, the performing arts, and the Los Angeles community, and are highly self-motivated, driven towards excellence, forward-thinking, donor-centric, and committed to teamwork as well as individual achievement.

Essential Duties

Supports the philanthropy team’s accomplishment of its contributed revenue goals through accurate and timely support of philanthropy department operations through:

Gift processing, data integrity, list management

• Responsible for timely and accurate gift and grant processing and related funds restrictions, thoughtful use of GL structure and related documentation requirements, and collaborating with accounting to ensure compliance and reporting capabilities and accuracy, in alignment with donor intent;
• Execute tax receipts for contributions; work with the Philanthropy Stewardship Associate to staff officers for custom recognition as appropriate;
• Maintains physical and digital gift documentation filing, confidential status, and destruction based on the institution’s current operating procedures and document retention policies;
• Supports the Data Systems Manager in preserving data integrity and data-entry standards; assure that all data complies with legal regulations;
• Maintain and organize complex Excel worksheets, as well as perform Excel formula functions (SUM, VLOOKUP, COUNTIF, IF, pivot tables) to synthesize data; create charts and graphs.

Institutional giving operations

• Provides operations support for the institutional giving: project manages the cycle of grant applications and deadlines for all institutional partners; oversees grant administration and documentation;
• Assists with drafting proposals and reports under the guidance and mentorship of the seasoned Institutional Giving Officer.

Department operations and staffing

• Serves as the first point of entry for executive office visitors to the School;
• Serves as primary resource for the executive suite for internal knowledge of operations, facilities, supplies, personnel, and processes;
• Manages office supplies and office environment for the executive office suite, which includes the philanthropy and communications departments;
• Provides special event support, requiring occasional evening and weekend events; this will include on-site event staffing, check-in, and assistance with attendee list tracking;
• Establishes credibility and collaborative relationships with senior leadership, Board members, donors, volunteers, and colleagues from all academic units and other departments;
• Responsible for having a current, thorough, and comprehensive understanding of the Colburn School’s mission, areas of excellence, student and faculty profiles, services, programs, and goals, to serve as a reference for philanthropy department colleagues;
• Maintain up-to-date records and steps tracking in shared databases for ease of departmental collaboration;
• Performs other duties as required.

Education and Qualifications

• Bachelor’s degree and minimum of one year of related work experience in philanthropy including awareness of fundraising vehicles, patron/customer service, CRM databases, and reporting;
• Ability to successfully manage multiple projects under tight deadlines;
• Demonstrated skill in planning, prioritizing, organizing, and following through with consistent and accurate results;
• Ability to apply thoughtful, creative thinking, while being persistent, motivated and energetic, along with the ability to work in detail-oriented fashion;
• Demonstrated stature and integrity to gain the trust and confidence of academic, administrative, and volunteer leadership and peers, as well as donors, students and their families, ticket-buyers, and prospects;
• Outstanding interpersonal skills; must have credibility, good judgment, integrity, discretion and exercise diplomacy in dealing with a variety of constituents;
• A team player who can skillfully coordinate activities with the SVP and AVP of Philanthropy and peers;
• Decisive and resourceful with the ability to anticipate and act on events and opportunities;
• Must be available to work a flexible schedule including weekends, and night hours, as needed;
• Knowledge of Tessitura, MS Office Suite; Adobe Creative Suite experience is a plus;
• Experience in an education setting, especially a professional performing arts institution, is preferred.

Compensation and Benefits

The compensation for this hourly, non-exempt position is $21-25/hour. The Colburn School offers excellent benefits including: medical, dental and vision insurance plans; Long Term Disability, Short Term Disability and Life Insurance plans; paid sick leave and vacation; a 403(b) retirement plan with a generous employer matching contribution. This role is in-office, with hours approximately 9 am – 5:30 pm PT, and with a dedicated work station, laptop computer, and all required software provided.