Job Title: Development Coordinator
Supervised By: Director of Development
Employees Supervised: N/A
Classification: Exempt, Full time, Salary
Organizational Overview Albany Park Theater Project creates transformative experiences that forge an inclusive community of youth artists, adult artists and audiences to envision and build a more just, equitable and joyful world. APTP’s teen ensemble members – mostly young people of color from immigrant families – and adult artistic team collaborate to create world-class theater that amplifies and illuminates the voices and experiences of our immigrant and first-generation community. Our creative process prepares and propels teens to lead civically engaged and choice-filled lives. Our performances foster empathy, humanize challenging social issues, encourage new ways of seeing the world, and inspire action.
Position Overview The Development Coordinator role offers an energetic, self-directed, and collaboration-minded individual the opportunity to provide development and administrative support to an organization that has broad reach and an established reputation in the theater, arts, youth, and social justice sectors. The Development Coordinator will take a lead role in managing donor and fundraising operations including annual campaign activities, record keeping, event coordination and development communications. The Development Coordinator role supports APTP’s work to create ground-breaking, multidisciplinary performances rooted in the lived experience of immigrant communities and driven by the Albany Park Theater Project mission of social justice and enriching the cultural vitality and quality of life in the Albany Park neighborhood as well as throughout Chicago.
Development (Approximately 80% of the position):
• Serve as lead staff managing the donor database (currently Little Green Light) and development recordkeeping
o Assume primary responsibility for upholding best practices in database administration and high standards of data hygiene
o Execute timely processing and entry of all gifts and earned income in donor database
o Ensure the generation of timely donation acknowledgments
o Proactively keep abreast of staff and board fundraising activities
o Primary responsibility for maintaining physical and digital development files and digital archive
o Manage and execute ongoing individualized donor cultivation and stewardship strategies
o Provide excellent customer service to donors, prospects, board members, and audience members
o Collaborate with other staff in creation of flyers, booklets, and other printed material for events, meetings, and productions as needed
• Assume a leadership role in annual campaign process
o In collaboration with Director of Development, develop and execute appeal timelines and action plans, assist with prospect identification and research
o Coordinate and execute annual campaign strategy to support board members’ participation
o Lead in-house appeal production including hand addressing, stuffing and mailing appeal letters; support off-site appeal production by coordinating with graphic designers, printer and mail house
• Serve as the liaison to the Board of Directors
o Assume the following Board of Directors meeting responsibilities: schedule board members attendance at board meetings; take and disseminate meeting minutes; orchestrate all food and printed materials for meetings; coordinate remote/conference call access for board members as needed; provide Producing Artistic Director with board member attendance record; provide additional staff support to Board of Directors as needed.
o Assume a lead role in ensuring active engagement of Board of Directors
o Coordinate all Board of Directors fundraising tasks including stewardee/prospective donor tasks related to APTP performances and events, such as managing invites and coordinating post-show gatherings and events
• Coordinate with Accountant and General Manager
o Prepare monthly finance exports from Little Green Light and coordinate financial report reconciliation with APTP accountant
o Make twice weekly bank deposits and manage and execute procedures for handling petty cash
• Support activities related to upcoming comprehensive campaign for APTP’s major new project Port of Entry
o Assist with campaign prospect identification and research
o Manage scheduling of donor/prospect site visits to APTP, and APTP staff visits to donor/prospect homes or workplaces
o Take a leadership role in planning and executing campaign events
• Support fundraising activities during runs of work-in-progress showings and mainstage productions
o During production runs, assist the Producing Artistic Director, Director of Development and Board of Directors in hosting special groups, donors and other VIP attendees, create a strategy for prioritizing audience invitations and timelining invitation processes prior to production runs
o Assist with front-of-house duties during performance runs, including checking in audience members, ushering and post-performance breakdown, supervise donation stations
o Coordinate process for receiving, tracking, and processing post-performance and post-event donations
Administrative and Program Support (Approximately 20% of the position):
• Draft, revise and maintain procedure and policy manuals related to office administration and program support
• Support staff by making photocopies; running errands; gathering materials, food, or supplies for events and meetings, picking up and delivering mail at APTP PO Box, etc.
• Serve as an articulate, passionate, and visible spokesperson for APTP
• With other staff, contribute to administrative and operations support including, but not limited to, cleaning and maintaining office, theater, kitchen and performance sites
• Actively promote the mission, vision, and values of APTP
Youth Development (As needed)
• Contribute to APTP’s youth development goals in some or all of the following ways, depending on the skills and qualifications of the Development Coordinator and the needs of the organization:
o Serve as a resource for students and ensemble members and commit to building community, supporting young people’s achievements, goals and wellness
o Participate in youth development technical trainings as indicated by agency leadership
o When needed, collaborate with team members to plan around and respond to the needs of young people in crisis, including mental health and other medical emergencies
• Serve as a mandated reporter by becoming trained in APTP child abuse and neglect response procedures and by responding to observed, reported and suspected cases of child abuse and neglect in accordance with APTP policy and Illinois law
• This position operates primarily in a professional office environment that is not fully accessible.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee must frequently lift and/or move objects up to 25 pounds and occasionally lift and/or move objects up to 50 pounds.
• This employee is salaried and will sometimes be required to work more than 40 hours a week as necessary to support the shifting needs of the organization.
• This is a full-time position. Evening and weekend work is regularly required as the schedule is often determined by the shifting needs of the organization.
• Some travel to off-site locations in the Chicago metro area is required.
• Workplace is a smoke- and drug-free environment.
Equal Opportunity Employer. Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes. As an organization devoted to advancing racial equity and amplifying the voices of marginalized communities, and particularly of immigrant communities, Albany Park Theater Project is dedicated to building a diverse team of artists and administrators.
THE QUALIFIED CANDIDATE
Albany Park Theater Project seeks an innovative and passionate individual who is enthusiastic about contributing to a progressive arts and youth-development organization. They will be relationship-focused, trustworthy, optimistic, and flexible. They will be goal-oriented and committed to the full mission and vision of APTP, with a past focus on theater, art, youth development and social Justice.
Education and Skills
• Bachelor’s degree or equivalent work experience.
• At least one year of development experience, preferably at an arts nonprofit organization.
• Intermediate or above working knowledge of donor database/CRM software (e.g., Little Green Light; Raiser’s Edge; eTapestry).
• Demonstrated history coordinating annual fundraising appeals.
• High level of computer literacy including cloud-based productivity applications, social media platforms, Microsoft Office suite (Excel, Word, PowerPoint), calendaring and screen- sharing/online meeting applications.
• Demonstrated history of working with people from diverse cultures, backgrounds and economic strata.
• Demonstrated commitment to social justice.
• Demonstrated ability to work successfully with Board members and other volunteers in a collaborative manner.
• A current driver’s license and clean driving record are required.
• Demonstrated ability to set and achieve or exceed goals.
• Ability to complete tasks independently and manage own work objectives on solitary assignments.
• Superior interpersonal skills and customer service skills.
• Exceptional organizational skills, with the ability to work under pressure, meet deadlines, and manage multiple assignments in a timely manner.
• Detail oriented, does not let even small errors slide, catches the mistakes of others.
• Ability to maintain strict confidentiality.
• Ability to develop and implement a detail-oriented work plan and successfully manage projects.
• Excellent verbal and written communication skills, with the ability to serve as a key spokesperson for APTP.
• Interest in and comfort working around teens.
• The salary range for this position is $40,000 to $45,000 per year dependent on experience. APTP offers a 100% employer-paid health plan, 50% employer-paid dental and vision plan, generous leave, and opportunity to see other cultural performances.
• The position offers employer-paid professional development opportunities, and the opportunity to become part of a nurturing community and to create work with one of the country’s leading community-based theaters.
HOW TO APPLY
• Please submit your resume, accompanied by a cover letter that explains why you are qualified for this position and your interest in working at Albany Park Theater Project. Use the opportunity to share something of yourself that we won’t get from your resume alone.
• Please email your cover letter, resume, and salary range requirement to email@example.com
• Incomplete applications will not be considered
The Development Coordinator is an employee at will, meaning that either party may terminate the employment relationship at any time by written notice to the other. Nothing in this job description is to be deemed to create a contract of employment for a specific period.
To apply for this job email your details to firstname.lastname@example.org