Philanthropy Operations Coordinator

$43,680 - $52,000/Yr

The Colburn School - Los Angeles, CA

Full-time - Entry Level

Los Angeles, CA

About the position

The Philanthropy Operations Coordinator at The Colburn School plays a vital role in supporting the philanthropy department's operational needs. Reporting directly to the Director of Campaign and Philanthropy Operations, this full-time position is essential for ensuring the smooth functioning of gift processing, data integrity, and institutional giving operations. The coordinator will be responsible for various administrative tasks that contribute to the overall success of the philanthropy team in achieving its contributed revenue goals. This position is situated in a lively, fast-paced environment that aligns with the School's mission to provide high-quality performing arts education. The ideal candidate will have a strong interest in education and the performing arts, as well as a commitment to teamwork and individual achievement. In this role, the coordinator will handle gift processing and maintain data integrity, ensuring that all contributions are processed accurately and in compliance with donor intent. This includes executing tax receipts, managing physical and digital documentation, and collaborating with the accounting department for compliance and reporting. The coordinator will also support institutional giving operations by managing grant applications and assisting with proposal drafting under the guidance of the Institutional Giving Officer. Additionally, the coordinator will serve as the first point of contact for visitors to the executive office, manage office supplies, and provide support for special events, which may require evening and weekend work. The Philanthropy Operations Coordinator must possess strong organizational skills, the ability to manage multiple projects under tight deadlines, and a detail-oriented approach to work. The role requires outstanding interpersonal skills and the ability to build collaborative relationships with various stakeholders, including senior leadership, donors, and colleagues across departments. A comprehensive understanding of The Colburn School's mission and programs is essential for effectively supporting the philanthropy team and contributing to the School's goals.

Responsibilities

• Execute timely and accurate gift and grant processing, ensuring compliance with donor intent and related documentation requirements.
• Maintain physical and digital gift documentation filing, ensuring confidentiality and adherence to document retention policies.
• Support the Data Systems Manager in preserving data integrity and compliance with legal regulations.
• Manage complex Excel worksheets, utilizing functions such as SUM, VLOOKUP, COUNTIF, IF, and pivot tables to synthesize data and create visual representations.
• Project manage the cycle of grant applications and deadlines for institutional partners, overseeing grant administration and documentation.
• Assist in drafting proposals and reports under the guidance of the Institutional Giving Officer.
• Serve as the first point of entry for executive office visitors and provide internal knowledge of operations and processes.
• Manage office supplies and maintain the office environment for the executive office suite.
• Provide special event support, including on-site staffing and attendee list tracking for events that may occur on evenings and weekends.
• Establish collaborative relationships with senior leadership, Board members, donors, and colleagues across departments.

Requirements

• Bachelor's degree in a relevant field.
• Minimum of one year of related work experience in philanthropy, including knowledge of fundraising vehicles and CRM databases.
• Proficiency in Microsoft Excel and Microsoft Office Suite; experience with Adobe Creative Suite is a plus.
• Strong organizational skills with the ability to manage multiple projects under tight deadlines.
• Demonstrated ability to apply creative thinking and maintain attention to detail in all tasks.
• Outstanding interpersonal skills and the ability to build trust and credibility with various stakeholders.
• Ability to work a flexible schedule, including weekends and evenings as needed.

Nice-to-haves

• Experience with Tessitura software.
• Previous experience in an educational setting, particularly in a professional performing arts institution.

Benefits

• 403(b) matching
• Disability insurance
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Paid sick time