Philanthropy Operations Manager

TITLE:  Philanthropy Operations
Manager

STATUS:  Full Time, Year-Round

LOCATION: In-Person or Hybrid
In-Person/Remote

COMPENSATION: $50,000 – $60,000 per year.

BENEFITS:     Health and
dental insurance, FSA, 403b matching contribution, paid time off,
life insurance, short- and long-term disability, Employee
Assistance Program, and housing options might be available.

SUMMER ONLY:     Three
meals a day, free access to classes, performances, talks, and
studio usage.

REPORTS TO:  Chief Philanthropy
Officer.

DEPARTMENT:  Philanthropy Department.

Jacob’s Pillow seeks a Philanthropy Operations Manager as a key
team member to oversee day-to-day processes, operations, and
systems that help drive the overall strategic direction of
fundraising. The Philanthropy Operations Manager will also have a
strong working knowledge of financial systems and broader issues
that relate to and impact fundraising governance. The post- holder
is required to use creativity, initiative, and analytical skills to
independently address and resolve fundraising matters related to
information and financial systems, day-to-day processes, and
operations. They are expected to put forward recommendations in
order to contribute to the management of more complex situations
and longer-term strategies. The work of the Philanthropy Operations
Manager underpins the success of the team and helps drive the
Pillow’s work in delivering its mission with ambitious
targets. 

The successful post holder will advance the organization’s
fundraising program through oversight of the department’s
operations pipeline management, as well as maintenance and analysis
of development data to identify trends, progress to goal, and be
informed by emerging strategies. 

The Philanthropy Operations Manager will provide expertise and
daily, hands-on work over a wide spectrum of workflows, which
enable a data-informed Philanthropy team. This position is a vital
member of the Philanthropy team and oversees the Philanthropy
Associate’s work as well. The Manager will ensure proper data
entry, record-keeping, pledge, and donation coding, report and list
generation, prospect planning, Tessitura analytics and dashboard
management, and other facets of pipeline management. The position
will collaborate with frontline fundraising and Philanthropy team
members, serving as a conduit for the full team as well as a
collaborator with other Pillow departments, including Operations
& systems, Marketing, and Finance. 

The Philanthropy Operations Manager role is an exciting
opportunity for an individual who enjoys working collaboratively
within a high-performing team and across an organization. 

Operations: 

• Ensure the use of and adherence to the Pillow’s CRM in
  Tessitura by the Philanthropy team.
• Ensure compliance with relevant policies and processes for
  fundraising, including data protection, financial administration,
  and grant management, where applicable.
• Supervise the Philanthropy Associate in managing gift entries
  as well as their timely and accurate stewardship and gift
  acknowledgments, including generating receipts and managing thank
  you letter personalization.
• Coordinate, in partnership with colleagues, effective donor
  relations efforts, including tracking multi-year gift agreements
  and coordinating pledge payments, as well as ensuring reports on
  the use of funds are submitted in a timely manner by the relevant
  relationship manager.
• Work collaboratively with finance department colleagues to
  complete regular reconciliations to ensure all donations are
  accurately accounted for, allocated, and reported; gather required
  donor information for 990 tax filings and annual financial
  audit.
• In a growing area at the Pillow, collaborate with the Marketing
  team to manage website platform engagement, including event
  invitations, email newsletters, direct mailings, renewal
  solicitations, acknowledgments, and website/database integrations
  for donor payment systems.
• Work collaboratively with advancement and communications
  colleagues and outside vendors to manage and execute annual fund
  and other fundraising appeals, including direct mail and online
  campaigns; oversee accurate list segmentation/exporting and
  personalization.
• Manage the work of the Philanthropy Associate (and support when
  needed) to enter all gifts, grants and pledges into the database,
  including appropriate coding, copying, and filing. 

Fundraising Data Analytics: 

• Develop and implement metrics and reporting to analyze
  fundraising and agreed-upon
• Manage a suite of reports and develop a robust fundraising
  dashboard that provides insights on fundraising performance and
  forecasting in order to assist and inform fundraisers and senior
  leadership.
• Extract and interpret prospect and donor information from the
  CRM and prepare/present reports for internal and external

Pipeline Management:

• Lead reviews of Plans and moves management with fundraisers to
  support timely progress of opportunities through the pipeline
  across all income sources, including individuals, major donors,
  corporate sponsors, and foundations.
• Oversee and systematize the research and prospect development
  pipeline efforts of the Philanthropy
• Plan and lead the agenda for regular Prospect Management
  Meetings held by the Philanthropy
• Assist fundraisers, with the support of the Philanthropy
  Associate, to ensure good data hygiene in the database for
  proposals and Plans. 

Leadership: 

• Support the Chief Philanthropy Officer to develop the
  department’s annual budget and contributed income forecasting.
• Oversee the training and onboarding of Philanthropy staff to
  Tessitura.
• Support operations staff in the development of skills and
  competencies related to Operations and Pipeline Management
  activities.
• Lead and/or participate in cross-departmental collaboration on
  special initiatives with the aim of developing, streamlining, and
  aligning systems and processes in order to achieve shared
  goals.
• Represent Philanthropy for the internal Tessitura user group
  and frequently liaise with Patron Services and Marketing where
  there is a frequent overlap of constituents and systems.
• Perform other related duties as assigned or
  requested. 

Qualifications: 

• At least 3-5 years of related experience with demonstrated
  success in non-profit fundraising, including exposure to the
  development of complex, multi-million-dollar funding
  opportunities.
• Superb writing, oral communication, and interpersonal Ability
  to cultivate positive relationships with donors, staff, board
  members, and volunteers.
• Excellent listening and motivational Comfort working with a
  variety of personal styles. Ability to keep situations from
  escalating into larger issues and to mitigate/resolve conflicts
  that do arise.
• Experience in the preparation and analysis of complex data
  Ability to translate organizational needs into legible charts and
  analysis.
• Ability to work independently with limited supervision and as
  part of a
• Demonstrated skills in strategic analysis and project
  planning.
• Strong time management, organizational, planning, and
  administrative skills, including comfort with various information
  systems and fluency with word processing and spreadsheet
  applications on MS Office and databases, with a preference for
  advanced knowledge of Tessitura CRM.
• Impeccable discretion and ability to manage confidential
  information.
• This position requires the ability to work a flexible schedule,
  with availability on weekends and holidays and for events,
  programs, and the summer festival, including after hours, as needed
  on-site in Becket, MA. 

APPLICATION PROCESS

Video and/or audio applications are welcome (though not
required), in addition to written expressions of interest.

Interview Stages: Candidates can expect to
engage in up to three rounds of interviews, all conducted virtually
via Zoom. Additional Documents: We may ask for a
writing sample or a sample spreadsheet to better understand your
expertise and fit for the role.

Accessibility Accommodations: Should you
require any accommodations to facilitate your application, please
don’t hesitate to reach out to us at [email protected]. We are
committed to providing support throughout the application journey,
whether that’s through email, a phone conversation, or a video
call.

 Not sure you meet 100% of the qualifications? Research
shows that men apply for jobs when they fulfill an average of 60%
of the criteria, but women tend to apply only if they meet 100% of
them. Yet, people who are systematically marginalized tend only to
apply if they meet every requirement. We encourage you to apply if
you believe you could excel in this role. Please use your cover
letter to tell us about what you hope to bring to this
role. 

We are dedicated to considering a broad array of candidates,
including those with diverse workplace experiences and backgrounds.
So, whether you’re returning to work after a gap in employment,
simply looking to transition, or taking the next step in your
career path, we will be glad to have you on our radar.

ABOUT JACOB’S PILLOW 

Jacob’s Pillow is a National Historic Landmark, recipient of the
National Medal of Arts, and home to America’s longest-running
international dance festival, currently in the midst of its
transition to becoming a year-round center for dance through a
five-year strategic plan titled Vision ‘22. Each Festival includes
more than 50 national and international dance companies and over
500 free and ticketed performances, talks, tours, classes,
exhibits, events, and community programs. The School at Jacob’s
Pillow is one of the field’s most prestigious professional dance
training centers. The Pillow provides professional advancement
opportunities across disciplines of arts administration, design,
video, and production through seasonal internships and a year-round
Administrative Fellows program. With growing community engagement
programs, the Pillow serves as a partner and active citizen in its
local community. The Pillow’s extensive Archives, open year-round
to the public and online at danceinteractive.jacobspillow.org,
chronicle more than a century of dance in photographs, programs,
books, costumes, audiotapes, and videos.

Jacob’s Pillow is committed to providing an inclusive, diverse,
accessible, and equitable environment that cultivates the
celebration of the art of dance and its positive impact on
communities. Jacob’s Pillow’s mission is to support dance creation,
presentation, education, and preservation; and to engage and deepen
public appreciation and support for dance. Organization- wide
values include inclusion, leadership, integrity, flexibility,
partnership, and sustainability. Learn more about Jacob’s Pillow,
its mission statement, and its values here.

Jacob’s Pillow is a registered 501(c)(3) not for profit
organization that provides equal opportunity for all employees and
applicants for employment without regard to race, color, creed,
religion, gender, sexual orientation, national origin, age, marital
status, mental or physical disability, pregnancy, military or
veteran status, or any other basis prohibited by state or federal
law. This policy also prohibits employees from harassing any other
employee for any reason including, but not limited to, race,
religion, sex, national origin, age, or disabled status.

COVID-19 INFORMATION

Effective November 1, 2023, Jacob’s Pillow has revised its
COVID-19 policy: Proof of full vaccination is no longer required
for staff, interns, and artists. We endorse the CDC’s
recommendation for vaccination and boosters and ask our community
to exercise caution, particularly during flu season, by masking and
staying home when sick. COVID-19 testing is available for
symptomatic individuals or those with known exposure. In case of a
positive result, a 5-day quarantine is mandatory. For further
details on our health and safety guidelines, please visit our
website.