Advancement Coordinator

Milwaukee Symphony Orchestra

Among the finest orchestras in the country, the Milwaukee Symphony Orchestra is the largest cultural organization in Wisconsin. Since its inception in 1959, the orchestra has received critical acclaim for artistic excellence. Eighty-three full-time professional musicians perform more than 130 concerts each season. A cornerstone organization in Milwaukee's community, the MSO provides enrichment and education activities for audiences of every age, economic status, and background.

The MSO is recognized as a pioneer in the world of new music among American orchestras. For 41 years, the symphony's nationally syndicated radio broadcasts have ranked among the nation's largest collections, enjoyed on more than 240 stations throughout the United States. In 2005, the MSO became the first American orchestra to offer live recordings for download directly through online music stores including iTunes. The MSO is honored to participate in the second Spring for Music Festival at Carnegie Hall on May 11, 2012.

The MSO's standard of excellence extends beyond the concert hall and into the community, reaching more than 40,000 children and their families through its ACE (Arts in Community Education) program, Youth and Teen concerts, Kinderkonzerts, Music for Me concerts, and Behind the Notes pre-concert talks and Friday post-concert Talkbacks. This season, 7,200 students and 1,200 faculty and staff members in 21 Southeastern Wisconsin elementary and middle schools will participate in ACE.

https://www.mso.org/

Position Details

Advancement Coordinator
Job
Full-time
9/18/2023
Southeast Wisconsin
Milwaukee, WI

JOB PURPOSE AND REPORTING STRUCTURE:

Under the direction of the Director of Advancement, the Advancement Coordinator serves as a support staff member, facilitating the ongoing operations and activities of the Advancement Department. All duties are performed with the ultimate goals of contributing to department efficiency and increasing the MSO’s positive relationships with donors and key constituents.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Serve as lead for all donor gift entry and batch execution within Tessitura database daily. This activity requires excellent organization and time management skills. 
  • Facilitate and oversee timely processing of acknowledgement letters, ensuring all donors are thanked within three days of their gift, and that letters are personalized by the appropriate gift officer. 
  • Enter and update Tessitura constituent records, including gift records, contact information, biographical information, stock transactions, touch points, plan steps, and other Advancement detail. Assist the Development Systems Manager in maintaining best practices for the database, ensuring data integrity. 
  • Work with the Donor Stewardship and Engagement Manager to assist with donor benefit fulfillment throughout the concert season. 
  • Facilitate the process of Encore program book recognitions, including Tessitura, list extraction and cooperation with development staff to update and edit as needed. 
  • Responsible for operations support, including ordering department paper, collateral, refreshing protocol lists, facilitating donor communications, prepping solicitation packets, filing (shared drives and physical), coordinating mailings, and more. 
  • Responsible for scheduling and coordination of departmental and Advancement committee meetings, including agendas, minutes, printed materials, and room accommodations. 
  • Assist with coordinating and scheduling United Performing Arts Fund (UPAF) performance requests and other UPAF campaign functions as needed. 
  • Respond to donor inquiries as needed. 
  • Serve as an Advancement representative at MSO concerts, campaign meetings, and special events as needed. 
  • Assists the Finance Department in the daily processing of incoming checks and donations. 
  • Accepts and distributes daily mail and deliveries. Other duties may be assigned.

CONTACTS WITH OTHERS:

This position is highly visible and has contact with MSO Board Members, campaign volunteers, MSO staff and orchestra members, and prominent community leaders.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The successful candidate will be very detail-oriented with excellent organizational skills. A professional phone manner, high-level customer service skills, respect for donor confidentiality and experience working with many different constituencies in a team environment are necessary.

EDUCATION AND/OR EXPERIENCE:

This position requires a bachelor’s degree in a related discipline and at least 1-2 years development experience is preferred or 1-2 years in a customer service or clerical position. Must have proficiency in Microsoft Office Suite and CRM database (Tessitura preferred).

LANGUAGE SKILLS:

This position requires excellent verbal and written communication skills.

MATHEMATICAL SKILLS:

General book-keeping skills are required. Familiarity with Microsoft Excel highly preferred.


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