TITLE: Philanthropy Operations Manager
STATUS: Full Time, Year-Round
LOCATION: In-Person or Hybrid In-Person/Remote (from approximately June 1st to August 31st , onsite work is required in Becket, with a 6-day work week during Festival).
COMPENSATION: $50,000 - $60,000 per year.
BENEFITS: Health and dental insurance, FSA, 403b matching contribution, paid time off, life insurance, short- and long-term disability, Employee Assistance Program and housing options might be available.
SUMMER ONLY: Three meals a day, free access to classes, performances, talks, and studio usage.
REPORTS TO: Chief Philanthropy Officer.
DEPARTMENT: Philanthropy Department.
The successful post holder will advance the organization’s fundraising program through oversight of the department’s operations pipeline management, as well as maintenance and analysis of development data to identify trends, progress to goal, and be informed by emerging strategies.
The Philanthropy Operations Manager will provide expertise and daily, hands-on work over a wide spectrum of workflows, which enable a data-informed Philanthropy team. This position is a vital member of the Philanthropy team and oversees the Philanthropy Associate’s work as well. The Manager will ensure proper data entry, record-keeping, pledge, and donation coding, report and list generation, prospect planning, Tessitura analytics and dashboard management, and other facets of pipeline management. The position will collaborate with frontline fundraising and Philanthropy team members, serving as a conduit for the full team as well as a collaborator with other Pillow departments, including Operations & systems, Marketing, and Finance.
The Philanthropy Operations Manager role is an exciting opportunity for an individual who enjoys working collaboratively within a high-performing team and across an organization.
Operations:
- Ensure the use of and adherence to the Pillow’s CRM in Tessitura by the Philanthropy team.
- Ensure compliance with relevant policies and processes for fundraising, including data protection, financial administration, and grant management, where applicable.
- Supervise the Philanthropy Associate in managing gift entries as well as their timely and accurate stewardship and gift acknowledgments, including generating receipts and managing thank you letter personalization.
- Coordinate, in partnership with colleagues, effective donor relations efforts, including tracking multi-year gift agreements and coordinating pledge payments, as well as ensuring reports on the use of funds are submitted in a timely manner by the relevant relationship manager.
- Work collaboratively with finance department colleagues to complete regular reconciliations to ensure all donations are accurately accounted for, allocated, and reported; gather required donor information for 990 tax filings and annual financial audit.
- In a growing area at the Pillow, collaborate with the Marketing team to manage website platform engagement, including event invitations, email newsletters, direct mailings, renewal solicitations, acknowledgments, and website/database integrations for donor payment systems.
- Work collaboratively with advancement and communications colleagues and outside vendors to manage and execute annual fund and other fundraising appeals, including direct mail and online campaigns; oversee accurate list segmentation/exporting and personalization.
- Manage the work of the Philanthropy Associate (and support when needed) to enter all gifts, grants and pledges into the database, including appropriate coding, copying, and filing.
Fundraising Data Analytics:
- Develop and implement metrics and reporting to analyze fundraising and agreed-upon KPIs.
- Manage a suite of reports and develop a robust fundraising dashboard that provides insights on fundraising performance and forecasting in order to assist and inform fundraisers and senior leadership.
- Extract and interpret prospect and donor information from the CRM and prepare/present reports for internal and external audiences.
Pipeline Management:
- Lead reviews of Plans and moves management with fundraisers to support timely progress of opportunities through the pipeline across all income sources, including individuals, major donors, corporate sponsors, and foundations.
- Oversee and systematize the research and prospect development pipeline efforts of the Philanthropy Associate.
- Plan and lead the agenda for regular Prospect Management Meetings held by the Philanthropy team.
- Assist fundraisers, with the support of the Philanthropy Associate, to ensure good data hygiene in the database for proposals and Plans.
Leadership:
- Support the Chief Philanthropy Officer to develop the department’s annual budget and contributed income forecasting.
- Oversee the training and onboarding of Philanthropy staff to Tessitura.
- Support operations staff in the development of skills and competencies related to Operations and Pipeline Management activities.
- Lead and/or participate in cross-departmental collaboration on special initiatives with the aim of developing, streamlining, and aligning systems and processes in order to achieve shared goals.
- Represent Philanthropy for the internal Tessitura user group and frequently liaise with Patron Services and Marketing where there is a frequent overlap of constituents and systems.
- Perform other related duties as assigned or requested.
Qualifications:
- At least 3-5 years of related experience with demonstrated success in non-profit fundraising, including exposure to the development of complex, multi-million-dollar funding opportunities.
- Superb writing, oral communication, and interpersonal skills. Ability to cultivate positive relationships with donors, staff, board members, and volunteers.
- Excellent listening and motivational skills. Comfort working with a variety of personal styles. Ability to keep situations from escalating into larger issues and to mitigate/resolve conflicts that do arise.
- Experience in the preparation and analysis of complex data sets. Ability to translate organizational needs into legible charts and analysis.
- Ability to work independently with limited supervision and as part of a team.
- Demonstrated skills in strategic analysis and project planning.
- Strong time management, organizational, planning, and administrative skills, including comfort with various information systems and fluency with word processing and spreadsheet applications on MS Office and databases, with a preference for advanced knowledge of Tessitura CRM.
- Impeccable discretion and ability to manage confidential information.
- This position requires the ability to work a flexible schedule, with availability on weekends and holidays and for events, programs, and the summer festival, including after hours, as needed on-site in Becket, MA.
APPLICATION PROCESS
Video and/or audio applications are welcome (though not required), in addition to written expressions of interest.
Interview Stages: Candidates can expect to engage in up to three rounds of interviews, all conducted virtually via Zoom.
Additional Documents: We may ask for a writing sample or a sample spreadsheet, to better understand your expertise and fit for the role.
Accessibility Accommodations: Should you require any accommodations to facilitate your application, please don’t hesitate to reach out to us at hr@jacobspillow.org. We are committed to providing support throughout the application journey, whether that’s through email, a phone conversation, or a video call.
Not sure you meet 100% of the qualifications? Research shows that men apply for jobs when they fulfill an average of 60% of the criteria, but women tend to apply only if they meet 100% of them. Yet, people who are systematically marginalized tend only to apply if they meet every requirement. We encourage you to apply if you believe you could excel in this role. Please use your cover letter to tell us about what you hope to bring to this role.
We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. So, whether you're returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar.
ABOUT JACOB’S PILLOW
Jacob’s Pillow is a National Historic Landmark, recipient of the National Medal of Arts, and home to America's longest-running international dance festival, currently in the midst of its transition to becoming a year-round center for dance through a five-year strategic plan titled Vision ‘22. Each Festival includes more than 50 national and international dance companies and over 500 free and ticketed performances, talks, tours, classes, exhibits, events, and community programs. The School at Jacob’s Pillow is one of the field’s most prestigious professional dance training centers. The Pillow provides professional advancement opportunities across disciplines of arts administration, design, video, and production through seasonal internships and a year-round Administrative Fellows program. With growing community engagement programs, the Pillow serves as a partner and active citizen in its local community. The Pillow’s extensive Archives, open year-round to the public and online at danceinteractive.jacobspillow.org, chronicle more than a century of dance in photographs, programs, books, costumes, audiotapes, and videos.
Jacob’s Pillow is committed to providing an inclusive, diverse, accessible, and equitable environment that cultivates the celebration of the art of dance and its positive impact on communities. Jacob’s Pillow’s mission is to support dance creation, presentation, education, and preservation; and to engage and deepen public appreciation and support for dance. Organization-wide values include inclusion, leadership, integrity, flexibility, partnership, and sustainability. Learn more about Jacob’s Pillow, its mission statement, and its values here.
Jacob’s Pillow is a registered 501(c)(3) not for profit organization that provides equal opportunity for all employees and applicants for employment without regard to race, color, creed, religion, gender, sexual orientation, national origin, age, marital status, mental or physical disability, pregnancy, military or veteran status, or any other basis prohibited by state or federal law. This policy also prohibits employees from harassing any other employee for any reason including, but not limited to, race, religion, sex, national origin, age, or disabled status.
COVID-19 INFORMATION
Effective November 1, 2023, Jacob's Pillow has revised its COVID-19 policy: Proof of full vaccination is no longer required for staff, interns, and artists. We endorse the CDC's recommendation for vaccination and boosters and ask our community to exercise caution, particularly during flu season, by masking and staying home when sick. COVID-19 testing is available for symptomatic individuals or those with known exposure. In case of a positive result, a 5-day quarantine is mandatory. For further details on our health and safety guidelines, please visit our website.
