Position Summary:
Reporting to the Assistant Vice President for Advancement, the Advancement Portfolio Coordinator oversees portfolio management for the advancement department. He/she project manages all aspects of successful portfolio administration for advancement officers and the Office of the President for the purpose of enhancing the School’s ability to successfully prospect, steward, solicit, and acknowledge donors. As the project manager for donor portfolios, he/she will support advancement officers and the president with Tessitura plans management, gift processing, prospect management, and department-wide advancement team coordination and collaboration.
Working with the advancement team, and especially the Data Systems Manager, the Advancement Portfolio Coordinator will develop and implement strategies and programs that ensure coordinated high-quality service for donors as well as internal understanding and utilization of the portfolio function. They will ensure timely, accurate, and inclusive donor information integrity and flow to support the School’s mission to provide the highest quality performing arts education at all levels of development in an optimal learning environment
Essential Duties and Responsibilities:
Supports the advancement team’s accomplishment of its annual contributed revenue goals and active endowment fundraising through management of portfolio information and activity flow, including Tessitura Plans management for advancement officers, VP and AVP of advancement, and the president (strategies, prospecting, status tracking, donor briefings, outreach strategies and reminders, gift processing);
Serves as the first point of entry for new donors within the department, answering the donor relations information phone line and email and distributing prospect leads to team members from public contact and internal referrals;
Proactively manages portfolio owners to promote participation in events throughout the year including: Colburn Society events, Gala, house concerts, recitals and other key events to attract and retain new and existing donors;
Staffs advancement-related board committees (Advancement, Governance, Community Engagement) through scheduling and coordinating meetings, proposing agenda items and brainstorming meeting strategy, creating and compiling materials, ensuring accurate minute recording, and reporting for executive committee and full board meetings;
Execution of strategic analysis and visualization of data through Tessitura dashboards;
Manages revenue through timely and accurate gift and grant processing and related funds restrictions, thoughtful use of GL structure and related documentation requirements, and collaborating with finance to ensure compliance and reporting capabilities and accuracy, in alignment with donor intent;
Manages department-wide expenses as well as corporate charges and expense reports for VP of advancement;
Establishes credibility and collaborative relationships with senior leadership, Board members, donors, volunteers, and colleagues from all academic units and other departments; specifically finance and accounting, communications, and office of the president; ensures internal communication through staff meeting administration, department-wide activity management, department-wide internal calendar management and extra-departmental communications;
Serves as primary resource on the advancement team for internal knowledge of operations, facilities, personnel, and processes and provides advancement department support including calendaring for extra- departmental meetings, serving as account manager for Teams, Zoom, conference calls, and related department-wide technology and subscriptions, meeting management, and project management;
Assists in copyediting and provides feedback and suggestions in the grant-writing process;
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 advancement department colleagues;
Performs other duties as required.
Education and/or Experience Requirements:
Bachelor’s degree and minimum of two years of related work experience in advancement including experience with a variety of fundraising vehicles and strategies, stewardship, finance, experience with patron/customer services and databases, and reporting;
Demonstrated understanding of portfolio management strategy and outcomes, including how best to leverage data and consistent engagement;
Ability to successfully manage multiple projects under tight deadlines, including managing peer and supervisor activity;
Demonstrated skill in planning, prioritizing, organizing, and following through;
Ability to apply strategic and 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 VP and AVP of Advancement and peers;
Decisive and resourceful with the ability to anticipate and act on events and opportunities;
Computer Skills:
Knowledge of Tessitura, MS Office Suite; Adobe Creative Suite experience is a plus;
Other skills and abilities required:
Must be available to work a flexible schedule including weekends, evenings, and night hours as needed;
Experience in an education setting, especially a professional performing arts institution, is preferred.
