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Guthrie Theater

Development Administrative Coordinator

Location: MN - Twin Cities Metro
Type: Part Time
Category: Administrative

City: Minneapolis, MN
Salary: Depends on qualifications

Job description

Reports to: Director of Development

The Guthrie Theater engages exceptional theater artists in the exploration of both classic and contemporary plays connecting the community we serve to one another and to the world. Through its extraordinary artists, staff and facility, the Guthrie is committed to the people of Minnesota, and from its place, rooted deeply in the Twin Cities, influences the field as a leading 21st century arts organization.

Every year more than 500 people, both on stage and off, help ensure our success in creating and supporting the highest level of theater. As an organization, we are committed to our values of Artistic Excellence, Community, Equity, Diversity and Inclusion, and Fiscal Responsibility.

The Development Administrative Coordinator is responsible for supporting the work of the Development Team as a whole by overseeing daily operations of the Development office. The Development Administrative Coordinator provides prospect research and reports, assists with gift entry, tracking and reconciliation of income and expenses, donor acknowledgements and benefits fulfillment. Additionally, the Development Administrative Coordinator serves as an assistant to the Director of Development by coordinating and recording meetings, updating monthly budget reports and managing schedules. This position is part-time and non-exempt.

1. Development Office Operational Support
• Facilitate monthly income and expense reconciliation with the Finance Department.
• Prepare and oversee the annual expense budget by monitoring each expense line and comparing to previous fiscal years.
• Code and process office invoices, credit card bills, and employee reimbursements.
• Arrange weekly staff meetings, write agendas, and take meeting minutes.
• Monitor office supplies, outgoing mail, and general office cleanliness. Schedule office cleanup days as needed.
• Proofread and edit invitations, emails, and other external communications for the department as needed.
• Assist with gift entry and acknowledgement letters as needed.

2. Director of Development Administrative Support
• Schedule and prepare department meetings, record minutes, follow up with board and staff on actions.
• Maintain ongoing campaign progress dashboards, prospect pipeline and donor solicitation plans.
• Assist in preparation of campaign reports to the Board and committees.
• Manage the Development Director’s calendar and schedule meetings and events.
• Manage the department’s calendar of activities.

3. Prospect Research
• Conduct research on major prospective donors and record assessments in Tessitura.
• Prepare and distribute prospect packets in advance of meetings.
• Prepare pre-visit/event briefings and collect and record post visit de-briefings from volunteers and staff.
• Prepare attendee research reports for development events, including gala.

Qualifications or requirements

• 1+ years of applicable administrative or a combination of equivalent experience and training.
• Ability and commitment to working with diverse groups in terms of gender expression, race, sexual orientation, religion, ability, age, class and immigrant status.
• Background or interest in performing arts, especially theater, preferred.
• Excellent written and verbal communication skills and interpersonal skills.
• Strong organizational, analytical and critical thinking skills
• Proficiency in Microsoft Office® products, specifically Word, Excel, and Outlook.
• Knowledge of basic accounting principles required to enter and balance gifts accurately and ensure accurate reporting.
• Knowledge of Tessitura preferred.
• Ability to work an occasional evening or weekend, as required.
• Ability to use good judgment and maintain confidentiality, ensuring theater patrons’ privacy.

How to apply

Applicants must submit the following to be considered for the position:
• Cover letter
• Resume
• References (3 total)

The Guthrie is dedicated to building a culturally diverse and equitable environment and strongly encourages applications from people of color and women. This position will remain open until filled and until a diverse and qualified pool of candidates is identified. Applicants from populations underrepresented in the theater field are strongly encouraged to apply.

Apply online here: