Accounts & Database Manager
Company: Blumenthal Arts
Salary Range: Grade 14
Position Summary
Reporting to the Chief Community Impact & Partnership Officer and working collaboratively within a talented and motivated development team, the Accounts & Database Manager provides overall administrative support for the activities and efforts of Blumenthal Arts’ Community Impact and Partnership team, and is responsible for managing the member/donor module of the Audience View database, ensuring proper and consistent entry and maintenance of all data related to external relationships and memberships. Additionally, this position is responsible for the management of all sponsorship benefit fulfillment, grant tracking and fulfillment and departmental financial/administrative tasks (as assigned). Fosters and supports a culture of philanthropy across the organization.
The person in this role must consistently project an enthusiastic, positive approach that contributes to a collegial and closely-knit organizational culture. The ideal individual has the ability to work collaboratively with staff (across all departments); be comfortable working directly with current and prospective donors; possess superior attention to detail; and has strong written and verbal communication, administrative, and organizational skills. This position requires regular night and weekend work staffing for special events.
Duties & Responsibilities
- Primary responsibility for ensuring proper and consistent data entry, exports, list pulls, conversion, protocols and procedures for effective management and use of data in the Audience View donor module/databas
- Maintain a working knowledge of the database and inform staff of changes or updates as needed
- Participate in user group meetings and provide expertise as it relates to the AV donor module
- Build, manage and maintain all AV reporting and list pulls, create new reports as needed
- Generate analytic and metric reports weekly and monthly on member/donor giving and in-kind donations
- Establish guidelines and standard operating procedure for data entry; provide institution wide support for the fundraising module of the database; ensuring guidelines are always up-to-date
- Responsible for gift entry, gift deposit, routine gift acknowledgement (completion within a maximum of 48 hours of gift receipt) and tracking of process.
- Responsible for confirming, entering, and following-up on donor matching gifts from a variety of companies.
- Manage process and prepare annual tax letters
- Work closely with IT and Accounting departments to ensure the overall integrity, functionality and security of the database and the data stored within it.
- Manage and track all restaurant partner and sponsorship fulfillment. Use this system to work with and remind both the sponsor (external contact) and the appropriate BA department/staff member to ensure all needs/benefits are met for each sponsor
- Set up new records for prospects to support moves management practices
- Provide prospect research profiles as needed
- Prepare monthly contributed income board reports for Chair Community Impact & Partnership Officer and CFO approval
- Serve as primary departmental liaison with Finance department to ensure proper crediting and reconciliation for all contributed income (restricted and membership) and departmental expenses
- Manage Blumenthal’s presence on websites such as Guidestar, Charity Navigator, Candid, and more.
- Support the coordination of key department events, including the booking of venues in Momentus platform.
- Manage development department ticket holds.
- Track and collect pledge payments for capital gifts, special projects, Board of Trustee members and other constituents as needed. This is inclusive of invoicing past due/failed payments from members.
- Responsible for planning and setting up Founders Room donor events including: working with programming to reserve Founders Room each Season, creating a development staffing calendar per show, communicating with donors, tracking, and sending out reminder emails to donors.
- Manage cast party member invites and guest list tracking.
- Primary responsibility for the Community Impact and Partnership inbox and shared responsibility member concierge line.
- Provide courteous, accurate, and personalized customer service to Blumenthal Performing Arts’ high-level donors and trustees in securing tickets, exchanging tickets, renewing season tickets and selecting seats for productions in Blumenthal facilities.
- Contribute to overall team effort in planning and development and share in the decision-making process, implementing and promoting all decisions in a spirit of cooperation
- Assist in departmental functions including but not limited to the Founders Room during Belk Theater Broadways, as well as other special events throughout the year
- Other duties as assigned
Qualifications
Education & Experience
- Bachelor's degree in business administration, data science, or related field supplemented by five years of data management experience preferably in a non-profit setting; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities essential to exemplary customer service and detail project management in a fast-paced environment.
- Experience working with development, donor, or financial data, including tracking and reconciliation processes highly preferred.
Knowledge, Skills and Abilities
- Strong attention to detail with the ability to maintain accurate, consistent data and reporting
- Proficiency in database systems and intermediate skills in Microsoft Excel, Word, and Outlook
- Demonstrated ability to manage multiple prorities, meet deadlines, and work efficiently in fast-paced environment
- Customer-focused mindset with strong interpersonal skills and a commitment to high-quality service
- Ability to communicate clearly and collaborate effectively across departments and with external stakeholders
- Exercises sound judgement, discretion, and maintains strict confidentiality of sensitive information
- Proactive problem-solver with strong organizational skills
- Interest in the performing arts