Position: Development Database Specialist

Status: Regular / Full-Time / Non-Exempt

Reports to: Associate Director of Development

Supervises: Volunteers

Liaises With: All Departments

Normal hours: Typical hours are 8:30 a.m. – 5:00 p.m. Monday-Friday. Work week may occasionally include evening or weekend hours when fundraising events scheduled.

ESSENTIAL DUTIES & RESPONSIBILITIES

Tessitura Management & Reporting

• Serves as primary manager of the Tessitura database within the Development department
• Generates contributed revenue and other development reports on a regular basis. Facilitates generation of lists, advanced data extractions, custom reports, and ad hoc queries
• Oversees the health and functionality of the Tessitura development database, including maintenance of data entry protocols and mailing lists, reviewing, and scrubbing data to ensure accuracy, and importing of data from events, returned mail, donor research and other communication.
• Processes database updates and maintenance to protect the integrity of the database
• Manages donor relationships, contacts, lists, and attributes in the Tessitura system
• Conducts donor research as needed. Produces reports as needed for donor contact and relationship tracking
• Supports special events with invitations, greetings, Greater Giving platform support, and reconciling gifts

Gift Processing and Recordkeeping

• Records, processes, and prepares deposits for contributions received from all sources, codes and tracks gifts in Tessitura
• Maintains department pledge receivables, processes automatic payments, and sends monthly invoices. Reports to Development team on response rates to campaigns
• Liaises with Finance Department to ensure accurate gift data reconciliation. Serves as the primary bookkeeper for the department, including tracking development income and expenses and reconciling these with the Finance Department on a monthly basis

Donor Communications and Event Support

• Produces, coordinates, and mails appropriate donor acknowledgement letters and donor benefits for the Opera and Broadway donations
• Maintains giving webpage through Greater Giving and updates automatic receipts when necessary. Serves as one of the department’s primary contacts with donors and patrons.
• Works with the Donor Relations Manager to facilitate all donation appeals and donor communication, both in print and electronically. Serves as backup to Special Events Manager in tracking invites and RSVPs to events.
• Provides on-site support at development and public-facing events, including evenings and weekends.

Volunteer Program Coordination

• Coordinates Portland Opera’s volunteer
• Works with artistic/production department and external affairs teams to assess volunteer needs for productions, events, and other activities, and creates schedule. Recruits and screens for available positions

General Support

• Other duties as assigned by the Associate Director of Development or Director of Development

SKILLS/EDUCATION/EXPERIENCE

Essential

• 2-4 years of experience in an administrative position, preferably in a nonprofit arts environment
• Advanced proficiency in Tessitura, Microsoft Word, and Excel required
• Strong experience managing database information and in providing analytical data reporting
• Commitment to maintaining confidentiality and a high degree of accuracy
• Detail oriented, with strong organization, analytical, and planning skills
• Excellent verbal and written communications skills, including ability to communicate professionally, effectively, and discreetly with donors and colleagues

Data shows that women and BIPOC candidates more frequently do not apply to a job because they don’t feel that they meet all the qualifications listed. Our job descriptions are general overviews, not a mandatory comprehensive list. If you feel passionate about our efforts and believe that you have the skills to contribute to the growth of our organization, we want to hear from you!

(Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

OTHER DUTIES

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

JOB CONDITIONS

General: The Development Database Specialist’s position requires creating and maintaining paper and computer files and communicating using e-mail and telephone. Roughly 65% of the workday is spent working at a computer workstation or on the telephone. The workspace is lit with fluorescent lighting and natural lighting. The Development Database Specialist’s office, computer workstation, desk and other equipment are not shared and can be adjusted to make them more ergonomically comfortable.

Equipment Used: The Development Database Specialist’s desk, computer, and seating are not shared and can be adjusted as ergonomically necessary. Equipment and tools typically found in an office environment are used.

Physical Demands: This position can require extended periods of sitting and standing. Some concentrated data entry using computer keyboard and mouse is required. Phone work is intermittent and usually not for prolonged periods of the workday. Occasional lifting tasks are required and are limited to 40 pounds or less without assistance. The nature of this position can require occasional long hours, including evenings or on rare occasions, weekend work.

OUR MISSION, VISION, AND VALUES

VISION
We celebrate the power of performance, storytelling, and song as an inclusive artistic leader.

MISSION
We gather and inspire audiences, artists, and collaborators to share opera experiences that enliven and connect us all, enhancing the cultural landscape of the beautiful Pacific Northwest.

VALUES
We realize our mission and vision with a constellation of values that guide our work:

The Art of Opera

We are unapologetically passionate about the live art of opera, and are energized by its roots as the people’s art form. We believe in its future. We continue the timeless tradition of storytelling, we celebrate the universal language of music, and we honor the brilliance of the human voice. 

Ensemble & Cultural Equity

Our work relies on being an ensemble, and our ensemble only thrives with diversity, equity, inclusion, and respect. We commit to actively confronting and dismantling white supremacy, patriarchy, and exclusion in our company, field, and community. We commit to being inclusive and strive every day to be an anti-racist organization. 

Our Shared Humanity

We sing stories about experiences, emotions, and moments that matter in life. In this practice we, together with audiences, aim to reveal and gain insight into the human condition—as a reflection of ourselves, and ourselves in relation to each other. 

Fiscal Strength & Stewardship

We are committed to the fiscal health of our organization, and its bright future. We are dedicated financial stewards of the community and the philanthropic funding that makes our work possible. 

Community Connections

We generate positive impacts for our community, fostering and co-authoring collaborations and programs to achieve meaningful engagement. We contribute to the civic and cultural life of our region, and amplify the contributions and insights of our peers, colleagues, and partners. 

Imagination & the Entrepreneurial Spirit

We accomplish our work with an enthusiasm to be creative, to innovate and transform, to adapt and collaborate. We hold ourselves and each other accountable to achieve sustainability, increase accessibility, and make space for curiosity in attaining our strategic goals. 

Compensation/Benefits: We work to empower and inspire all to be their very best. We are committed to keeping our employees and their families as healthy as they can be, which is why we provide a comprehensive benefits package.

• Compensation Structure: $24 - 26/hr. (Depending on experience) at 37.5 hours a week

Benefits: We work to empower and inspire all to be their very best. We are committed to keeping our employees and their families as healthy as they can be, which is why we provide a comprehensive benefits package.

• Our benefits start the 1^stof the month following your start date and include: 
  • Medical, Dental, and Vision options 
  • HSA/FSA
  • Life Insurance
  • Retirement plan w/employer match
  • Up to 18 days of PTO plus 16+ Paid Holidays off; including the last week of December off!
  • Work-life balance with a 37.5-hour work week! 
  • Two complimentary tickets to all Opera productions
  • Free parking or employer-paid monthly transportation allowance 
  • Indoor bike storage, shower, and locker room