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.

Stewardship

  • 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.

Other

  • 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.

Qualifications/Requirements:

  • 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
to HR@mahaiwe.org.

  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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