The Cleveland Orchestra is seeking an Institutional Giving Coordinator who will provide support and project management for The Cleveland Orchestra’s (TCO) Institutional Giving (IG) Team. The primary focus of this position will be to work directly with the IG team to sustain and expand the IG philanthropy program through administrative support, project management, new business prospecting, and grants management in the spaces of corporate giving, foundation support and government and capital support. Position responsibilities include the following: Prospecting, Stewardship, Fundraising Administration - Write boiler plate templates for each fiscal year and TCO concert season for grants and grant reports in collaboration with foundation gift officer
- Create annual project budgets for grants in collaboration with director and gift officers for grant and corporate proposals
- Lead in portfolio management administration, monitoring IG team steps and updating activity in current and prospective accounts and utilizing steps to keep timelines of follow up steps, meeting requests, and stewardship plans that align with events and concert schedules
- Conduct ongoing corporate and foundation prospect research through our donor databases and online research for new partners that may align with TCO’s mission
- Gather financial data and budgets from the finance department for grant submissions
- Work interdepartmentally to gather information on education programs, community engagement activities and other sponsored TCO initiatives outside the department for grant proposals, reports and concert invitations to funders
- Collect sponsor participation data, recognition samples, and audience information to include in Corporate and Foundation reports; assist in the development and writing of report content
- Write and develop stewardship reports for top 15 corporate sponsors in coordination with Director
- Assist with writing foundation grant reports in coordination with foundation gift officer as needed to meet deadlines in heavy months like March and September
- Create an overall stewardship tracking system in coordination with foundation officer
- Prepare stewardship communications for top 25 foundation partners for foundation gift officer to deploy
- Manage execution of foundation stewardship plans by reviewing action steps with foundation gift officer weekly
- Complete the Annual Data Arts Report Submission in collaboration with all TCO staff
- Pull reports as needed for grant submissions throughout the year
- Work with Corporate Gift Officer to plan, create and execute direct mail campaigns
- Manage and maintain all marketing and depaatment communication requests through Asana and other tools the communications and marketing teams use
Stewardship of Institutional Giving Donors - Own and manage the IG donor benefit tracking, execution and facilitation in collaboration with stewardship coordinator, director and gift officers
- Keep up to date benefits tracking through the benefit tracker
- Communicate sponsor ad and recognition details, collect artwork and logos, and manage donor recognition approvals in collaboration with Stewardship Coordinator, Director, Gift Officers & external stakeholders
- Edit, update, and submit IG donor recognition listings for program books, donor-related publications, and the website
- Implement logistics for sponsor dinners, receptions, and other events or special promotions offered as sponsor benefits, including ticket distribution, coordinating guest lists, and recognition
- Respond to inquiries from donors and staff regarding giving history, gift designation, or benefit fulfillment
- Continually audit all IG donor recognition benefits and communicate updates/changes to stewardship coordinator and appropriate TCO teams
- Provide ticket concierge service for IG donors, working with the box office and external stakeholders. Occasionally, filling in for VIP services when needed
Direct Administrative Support - Meeting preparation for IG Director and occasionally corporate gift officer including drafting strategy memos for executive team and director, and scheduling and follow up communications
- Work with the Executive Assistant and other associates to schedule meetings that include Director and Executive Team
- Work with Director and contracted lobbyist to effectively schedule external meetings with government officials
- Provide administrative support to Director and Gift Officers by preparing and composing correspondence and reports, maintaining donor files, updating and maintaining accuracy of donor database
- Respond to inquiries from staff and donors, research questions regarding giving history, gift designation and gift acknowledgement
- Review and prepare the Directors monthly expense reports and mileage
- Manage IG team expense tracker and prepare administrative reports for the budget & forecasting process
Government Relations Task Force, Advisory Council & Corporate Task Force - Own administrative duties support for Government Relations Task Force, Corporate Task Force, and Advisory Council including creating agendas, scheduling meetings, tracking attendance, taking meeting minutes and sharing meeting materials with members
- Assist in preparing for Blossom Committee Meetings with director
- In coordination with Special Events team, plan and execute all committee special events (4-5 Ad council annual events and 1 special elected officials’ event)
- Develop and send communications to elected officials (local, state, and federal) regarding Orchestra events and special invitations as well as funding requests
- Maintain and update elected officials’ Tessitura accounts after elections or office holder changes
- Manage the government officials top tier targets and relationship management through system created by contracted lobbyist and GRTF chair, provide communication schedules, next steps and reports to Director and GRTF chair as needed
Gift Processing & Acknowledgement - Prepare accurate and timely acknowledgements letters for IG donors and coordinate elevated acknowledgements for the leadership team
- Process gifts and pledges from IG donors in collaboration with Development Operations
Concert & Event Duty - Attend and assist with donor events as required (checking in guests, etc.)
- Participate in two concert duty shifts per month (estimated)
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