Development Manager

THE POSITION

The Development Manager (DM) will support all areas of the Portland Youth Philharmonic’s fundraising efforts. They will report to the development director and will be part of the development team, working with the development director, executive director, and board of directors to support PYP’s mission. The DM will focus on providing critical event planning, database management, and stewardship support.

The DM will also play a crucial role in the continued refinement of PYP’s Customer Relationship Management and ticketing software, PatronManager.

Essential duties include, but are not limited to, the following:

FUNDRAISING:

• Help to inform the annual development plan, created by the development and executive directors.
• Plan and implement annual fundraising activities including but not limited to:
• Individual direct mail and email campaigns, including solicitations and general communications (including the Annual Report)
• Special fundraising events; work with support of a committee of volunteers
• Donor cultivation and stewardship events
• Planned giving mailings and events
• Fulfill and track donor benefits
• Grants management, including tracking deadlines, application status, recognition requirements, and submitting final reports. Write grant proposals and applications in collaboration with the development and executive directors.
• Work collaboratively with the Marketing and Communications Director to design fundraising collateral.

MANAGEMENT:

• Process and acknowledge all gifts in a timely fashion.
• Develop and manage the contributed revenue and development expense budgets and forecasts, in collaboration with the development director, executive director, and the business manager.
• Update and/or establish development policies, systems, and procedures, with a special emphasis on professionalism and ethical standards for soliciting, tracking and reporting gifts and for exceeding the expectations of individual, corporate, foundation and government donors.
• Take a leadership role in establishing the appropriate use of PatronManager, ensuring donor privacy, data accuracy, and timeliness of reporting.
  • Work in collaboration with the Box Office Manager, who is the other primary leader in the use of PatronManager.
• Regularly collaborate with the marketing and communications director and operations director to ensure integrated communications and consistent strategies.
• Manage contractors or vendors as related to development projects (e.g., caterers, venues, etc.)

TRAITS AND CHARACTERISTICS

The successful candidate will be:

• Self-starting, creative, and entrepreneurial
• A problem solver; someone who enjoys puzzles
• Detail oriented and an excellent proofreader
• A quick learner and up for a challenge
• Tech savvy and comfortable with learning new technology
• A skilled communicator, able to work with a wide range of people, poised, and have strong customer service skills.
• A team player who enjoys working collaboratively while also being confident to work independently
• Sensitive to project timelines and multiple deadlines, and while retaining a sense of urgency and drive to complete projects in a timely fashion, should also maintain high levels of accuracy and excellence
• Understanding and appreciative of PYP’s mission
• Able to balance a strong interest in music and music education with a bottom-line focus on generating the resources to support PYP’s work

EXPERIENCE AND QUALIFICATIONS

• A minimum of two years proven administrative or project management experience, direct nonprofit development experience is a plus.
• At least one year of event production experience; specific knowledge of fundraising events is a plus.
• At least one year of experience with grant writing, grants management and research.
• Excellent interpersonal skills, organizational ability, superior written and oral communication capabilities.
• Minimum typing speed of 60 words per minute.
• Strong knowledge of customer relationship management systems, Microsoft Office 365, SharePoint and OneDrive, and Microsoft Teams.
• Associate degree or other comparable education or experience is desirable.

JOB CONDITIONS

General: The PYP staff works in a hybrid in-person/remote environment, with many employees working remotely for some of the week, however many of the DM’s tasks must be completed in the office. The workspace is lit with fluorescent lighting and natural lighting. The manager’s office, computer workstation, desk and other equipment are not shared and can be adjusted to make them more ergonomically comfortable.

The DM’s administrative work includes creating and maintaining paper and computer files and communicating using email, telephone, and Microsoft Teams (internally). The DM will print, cut, and mail materials on a regular basis, and handle incoming mail frequently. The DM will spend a majority of their time working at a computer, either in the office or remotely.

The DM is an hourly, non-exempt position. Work hours are typically 9:00 AM-5:00 PM Monday-Friday, but there are many concerts, rehearsals, receptions, and special events that require work outside of the standard business hours. The DM must attend all Philharmonic Orchestra concerts, including the annual Concert-at-Christmas on December 26.

Equipment Used: In addition to a computer workstation and telephone, the DM uses a copy machine and printer to perform duties. Use of other office tools may occasionally be required.

Physical Demands: This position requires extended periods of remaining in a stationary position, such as sitting and standing, at meetings, concerts, or other events. Some concentrated data entry using a computer is required. Phone use is intermittent and usually not for prolonged periods of the workday. Occasionally, this position may have to transport or move supplies weighing up to 30 pounds for receptions or other special events without assistance.

SALARY & BENEFITS

• Hourly rate: $25
• Option to enroll in PYP’s health insurance (medical and dental) plan after 30 days of employment. PYP pays 100% of the monthly premiums of base plans for the employee.
• 401k: PYP annually contributes to this staff member’s 401k account, currently at 3% of their annual salary. Employee may make additional contributions as payroll deductions.
• Access to professional development opportunities available and encouraged.
• Flexible, hybrid work schedule.

APPLICATION GUIDELINES/CONTACT

• Please email a cover letter and resume (both PDF format) to PYPjobs@portlandyouthphil.org with “Application – PYP Development Manager” in the subject line. No phone calls please. Applications will be accepted until the position is filled. Please apply by May 17, 2024 for best consideration.
• PYP is committed to recruiting and retaining diverse staff, faculty, and musicians. We seek candidates whose work furthers diversity and who bring to PYP varied experiences, perspectives and backgrounds.
• Portland Youth Philharmonic is an equal opportunity employer and does not discriminate in its hiring and employment practices against any applicant because of gender, color, creed, age, national origin, religion, political affiliation, marital status, mental or physical disability, sexual orientation, or any other basis protected by local, state, or federal law.
• PYP is committed to being a welcoming and safe community for young musicians and their families of all cultures, races, religions, genders, sexual orientations, and circumstances.