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Development & Community Engagement Administrator

3 months ago

Regina, Canada Ukrainian Canadian Congress Of Saskatchewan Full time
Development & Community Engagement Administrator

Development & Community Engagement Administrator
Position Type: Permanent Full Time
Location: Regina
Department: Fundraising & Marketing
Reports To: Director of Development & Community Engagement
Date Reviewed: June 28, 2024

Job Description and Summary:
The Globe Theatre’s mission is to entertain, educate, and engage in the art of professional theatre through producing high-quality performances, providing theatre education, and serving as a valuable part of the Regina community. The Development & Community Engagement Administrator will be particularly linked to that mission- ensuring that stakeholder communication and administrative practices are focused through the lens of our mission.

The Development & Community Engagement Administrator is responsible for the day-to-day implementation of Globe Theatre’s stewardship and donor fulfillment. They will manage the department schedules and work closely with the Director of Development & Community Engagement on relationship building and management. They will take and file meeting notes, manage spreadsheets and databases, copy edit and proof digital and physical donor materials, and track communications. They will work closely with our Accounting Clerk, and Communications & Development Manager.

The Development & Community Engagement Administrator will be responsible for maintaining good relationships with prospective donors and clients across multiple sectors, updating databases, spearheading stewardship & fulfillment, and ensuring deadlines are met. They will also work with the Director of Development & Community Engagement on programming community engagement events and managing the administrative aspects of this work.

You will need the following skills to be successful: time management, oral and written communication, scheduling, discretion, spreadsheet and database proficiency, and creativity. Additionally, you should possess: a passion for non-profits/the arts, attention to detail, best practices donor communications, a desire to work in a collaborative environment, and the ability to prioritize competing deadlines.

Your time will be split between development and community engagement duties and will fluctuate but generally look like: 70% development/30% community engagement activities. This job requires some evening and weekend work with schedules fluctuating around showtimes and events. It is a requirement that you see every show in our season and it is encouraged to see the productions multiple times.

Roles & Responsibilities:

Internal:

  1. Track work plans for shared projects with department staff
  2. Support in copywriting for internal messaging around donor policies, procedures, and handbooks
  3. Create timelines and deadlines for approval processes with the Director of Development & Community Engagement, AD and ED to ensure proper sign-off on donor materials
  4. Further establish transparent communication practices with donors, sponsors, and funders
  5. Planning and managing administrative side of community engagement events
Operational Fundraising:
  1. Assist the Director of Development & Community Engagement in grant writing for operational funding
  2. Update key tracking devices for operational funding partnerships
  3. Proof and edit proposals for funding or sponsorships for season programming and performances
  4. Prepare weekly reporting metrics including revenue pacing slides to report to your supervisor and inform the team about marketing and fundraising updates
  5. Manage day-to-day stewardship processes for all operational donors
  6. Support all operational fundraising announcements or stewardship events
  7. Write and manage the sending/receiving of agreements for sponsorship
  8. Track all prospects, pending proposals, and agreements
  9. Filing and share drive organization
  10. Support in gathering prospective donor information and researching potential funding opportunities
  11. Manage calendar of deliverables deadlines for operational and capital grants
  12. Assist in gathering information and creating follow-up reports for operational and capital donors
  13. Assist the Director of Development & Community Engagement as needed with items such as email management, drafting corporate proposals, board reports, and overall organization
  14. Assist in managing stewardship program tracking and keeping department teammates on track to complete tasks
Capital Fundraising:
  1. Oversee the stewardship processes for all capital donors
  2. Oversee all tracking devices for capital funding partnerships
  3. Support capital fundraising campaigns
  4. Support any campaign announcements or stewardship events
  5. Support with the editing/formatting of donor agreements
Competencies:
  • Strong oral and written skills with experience in copy editing
  • Proven ability to write, proofread, review, and edit communications
  • Experience using Microsoft Office Suite
  • Knowledge and understanding of the fundamentals of digital communications
  • Exceptional time management skills with the ability to meet tight deadlines in a fast-paced work environment
  • Strong presentation skills and ability to tell a meaningful story
  • Relationship building and stewardship
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