Membership and Stewardship Coordinator

May 2024 | Great Barrington, MA

Position Overview:

In partnership with other members of the Advancement, Finance, Marketing, and Box Office Teams, the Membership & Stewardship Coordinator will help with all aspects of Advancement work, with a particular focus on gift entry and reporting; membership appeals and stewardship, individual gift and grant tracking; donor mailings and eblasts.

Schedule: Full-time (40 hours, M-F, occasional weekends and evenings.)

Reports to: Advancement Manager

Hourly Rate: $22-24/hour (plus generous benefits package)

Primary Responsibilities:

Membership Coordination

  • Create and oversee member solicitations and acknowledgments, including letters and emails to new and prospective members and donors.
  • Coordinate the recurring donor program.
  • Coordinate membership communications, including tracking membership status, sending appeals and lapsed member reminders, sending various member engagement emails, and implementing member renewal strategies.


  • Partner with the Director of Advancement and Advancement Manager to develop a creative, cohesive, and cogent plan for ongoing stewardship of existing and future supporters.
  • Create appropriate acknowledgment for all gifts.
  • Coordinate annual communications on the impact of the donors’ philanthropy.
  • Implement institution-wide protocols to improve existing stewardship efforts, including tracking data in alignment with strategic priorities.
  • Coordinate Seat Naming program with vendors and theater staff.
  • Coordinate other stewardship-related responsibilities which may include development
    of photo books, impact videos, donor signage, tributes, and personalized gifts.

Data Management

  • Maintain accurate and timely gift entry and donor records using Salesforce Patron Manager software.
  • Reconcile Salesforce Patron Manager contribution data with QuickBooks data.
  • Maintain grant tracking system to support submitting proposals and reports promptly.


  • Work occasional weekend or evening hours for member and donor events.
  • Contribute to a welcoming, respectful and inclusive working environment.
  • Participate actively and authentically in ongoing training and conversations about the role of social equity issues in the organization’s work.


  • Excellent project management skills, including proactive development of work plans and timelines, and the talent, focus, and innovation to take detailed and complex projects from inception to reality.
  • Ability and willingness to work independently as well as collaboratively as part of a
    strong team.
  • Track record of superior level of gracious customer service and follow through.
  • Ability to be discreet and maintain confidentiality.
  • Highly organized, deadline-oriented and efficient.
  • Excellent written and oral communication skills, including copy-editing.
  • Excellent Microsoft Word, Excel and database skills.
  • Readiness to work in an environment that values and includes diverse group identities.

Additional Desirable Experience:

  • Experience with Salesforce, or similar CRM database.
  • Familiarity with OneDrive (or Google Drive), Emma (or similar email program), Canva (or similar design program), WordPress (or similar web program)
  • Experience working with membership programs in a performing arts environment.
  • Familiarity with using social media platforms in a work environment.

How to Apply:

Send resume and a brief paragraph in answer to each of the following questions

  1. What about this job particularly appeals to you?
  2. What makes you uniquely qualified for this job?
  3. How would your current co-workers describe you?

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