Straz Center for the Performing Arts
  • 19-Oct-2018 to 18-Dec-2018 (EST)
  • Tampa, FL, USA
  • Hourly
  • Full Time

The Straz Center has begun its search for a Development Administrative Assistant, reporting to the Vice President of Development. This position supports the effective and efficient operations of the Development Department by performing comprehensive administrative duties for the Vice President of Development and gift officers.

Position Summary: This position supports the effective and efficient operations of the Development Department by performing general administrative duties for the Executive Vice President of Development and gift officers. Responsibilities also include budget management, coordination of board governance activities, and handling incoming phone inquiries to provide exceptional service to donors and prospects.

Primary Duties and Responsibilities:

Administration

  • Assists EVP and other gift officers with scheduling and coordination of meetings, conference calls and related logistics.
    • Handles arrangements for on-site visitors; exercises diplomacy in receiving visitors and calls.
    • Assists in scheduling and preparation of presentations and meeting materials for Development committee, Board Governance committee, Executive committee, Board of Trustees meetings, and prospective donor meetings.
      • Assists EVP in maintaining board governance records and board orientation preparation
  • Coordinates department mailings. Includes processing letters, coordinating delivery of printed materials, collating integrated mailings, and scheduling with mailroom.
  • Handles daily mail collection and distribution for department; prepares and receives mail for EVP.
  • Maintains annual archival system of all department mass communications.
  • Provides administrative assistance as needed for cultivation and special events, such as maintaining invitation and RSVP lists, generating nametags, etc.
  • Monitors, orders, and maintains inventory of office supplies. Keeps supplies organized.
  • Establishes and maintains files for EVP and department, as needed.
  • Financial Administration
  • Tracks, processes, and manages all Development Department invoices and expenses. Maintains up-to-date department budget expense detail and prepares monthly reconciliation reports.
  • Creates and submits expense reports and handles purchase card administration for EVP.
  • Opens mail to provide segregation of duties related to the gift receipt and cash management process. Forwards gifts to Database Coordinator or appropriate staff for processing.General Development
  • Promptly handles the general donor telephone line, providing member benefit details and taking gift information; directs calls to appropriate gift officers when appropriate.
  • Provides back-up to donor services coordinator (concierge service)
  • Participates in outbound telephone stewardship activities
  • Assists with special projects for gifts officers, including:
    • Implementation of gift agreements and show selection forms for Luxury box program
    • Coordination of Restaurant partners collateralDatabase/Technology
  • Maintains accurate coding and data information in Tessitura to track Public Officials and Board of Trustees, current and past. Assists in updating donor records as needed.
  • Maintains and updates Development section of Intranet and institutional website.
  • Assists in the administration and maintenance of Board Portal for meetings and information sharing.Other duties as assignedSupervisory Responsibilities:
  • This position does not contain supervisory responsibilities.

Please visit our website at www.strazcenter.org to learn more about the Straz Center.

The David A. Straz, Jr. Center for the Performing Arts, Inc. is an Equal Opportunity Employer.

M/V/D/F encouraged to apply.

Straz Center for the Performing Arts
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