Author: Margie DuBrow

The Wilma Theater in Philadelphia seeks a dynamic project manager and administrator to serve as Business Manager.

The Wilma Theater creates living, adventurous art. We engage artists and audiences in imaginative reflection on the complexities of contemporary life. We present bold, original, well-crafted productions that represent a range of voices, viewpoints, and styles.  The Wilma is currently in the second year of its “Next Chapter” initiative, led by a four-member Cohort of Co-Artistic Directors alongside the Managing Director. The organization has a $3.2M operating budget for FY21 and seeks to grow substantially over the next three years. This Business Manager will bolster and streamline operations alongside leadership, staff, board, and artists in service of our artistic mission.

The Business Manager leads our business and administrative functions including all office functions, banking, payroll, and cash management, contract administration, human resources and benefits processes, reporting needs for staff and board, and serves as a link between departments for all operational needs The Business Manager reports to the Managing Director, and works closely with the Artistic Director Cohort and Board of Directors, as a key member of the organization’s senior staff. The Business Manager supervises the Associate Business Manager, and has a dotted line report of a part-time Controller and other contractors reporting finance functions. The Business Manager will be cross-trained in day-to-day functions of the business office, IT, and bookkeeping.

The Business Manager will contribute in meaningful ways to the organizational culture of the Wilma, and will advocate internally and externally to advance our values on an organizational, local, and national scale. This person will take part in at least one cross-departmental working group, and will participate in company-wide EDI work and anti-bias training as we further or commitment to being an inclusive and anti-racist organization.

The ideal candidate has a passion for theater, a deep knowledge of project management best practices, an aptitude for staff management and collaboration, and is adept at creating and translating financial reports for a variety of audiences.. We seek someone who is equally comfortable with both detailed and big-picture thinking, budget analysis and meeting facilitation, internal communications and external negotiations. The Business Manager  should efficiently manage current processes, while imagining and implementing new ways of approaching our work.

Due to Covid-19, The Wilma operates primarily in a remote environment. The Business Manager should be able travel to the Wilma offices in Philadelphia on an as-needed basis.  Once returning to in-person operations but would not need to be 100% on-site for our work week. We expect a candidate to be proficient in remote-work softwares and systems, with the with the ability to learn CRM and Bookkeeping tools (we use Tessitura and Great Plains / MS Dynamics), Microsoft 365, project management and video conference tools.

This is a full-time, exempt role with compensation in the low $50,000s. Our benefits include 85% payment of healthcare, generous paid time off, tax-free employee contributions to a retirement plan, and other fringe benefits. Applications will be open until filled, with the desired start time in early January 2021.

The Wilma Theater is an equal opportunity employer and does not discriminate against any employee or job applicant on the basis of race, color, sex, gender, age, marital status, parental status, sexual orientation, religion, disability, or public assistance status in the recruitment, hiring, training, compensation, promotion, transfer, layoff, recall and termination of employees. The Wilma is committed to building a diverse, inclusive and equitable work environment. Those who identify as BIPOC, LGBTQ+, and other members of underrepresented communities are encouraged to apply.

ABOUT PAFA

Founded in 1805, the Pennsylvania Academy of the Fine Arts (PAFA) is America’s first school and museum of fine arts.  Located in center city Philadelphia, PAFA is intimate in scale with a strong sense of community.  PAFA’s undergraduate degree offerings include a BFA in Studio Art and a coordinated BFA with the University of Pennsylvania. Graduate programs include an MFA and Low-Residency MFA degree, and a Post-Baccalaureate certificate. PAFA’s museum has an outstanding collection of American art, and the museum actively collects and exhibits contemporary art, including work in new media.  Additionally, PAFA is home to the Brodsky Center, a print and papermaking center focused on the creation of innovative editions by contemporary artists.

DIVERSITY STATEMENT

Because we were the nation’s first art museum and art school, we believe PAFA has a moral obligation to ensure that every member of our community can study and work in an environment where they feel a sense of belonging.  We have the additional obligation of ensuring that our community reflects that rich tapestry of beauty and diversity that surrounds our world.  We are committed to modeling diversity and inclusion for the entire arts, cultural and educational sector, and to maintaining an inclusive environment with equitable treatment for all.  PAFA is committed to maintaining an inclusive learning environment, and a diverse community of students, faculty and staff.

PAFA is an equal opportunity employer. Women and diverse candidates are strongly encouraged to apply to work in our pluralistic community.

POSITION: Director of Development Operations

Reporting to the Chief Development Officer and Senior Vice President of Development and working closely with the President & CEO, the Director of Development Operations will support the strategic direction of PAFA’s development efforts and manage department operations. Managing a team of three to five, primary responsibilities will include achieving financial goals set with the CDO, strategic and coordinated pipeline growth for all giving areas with a focus on major/principal gifts and campaigns, directing fundraising and stewardship events, and oversight of donor database and development communications.

Department Operations and Information Management

• Develops and implements a comprehensive strategy for pipeline growth, wealth screening and the identification and research of donor prospects.
• Working with the CDO, develop protocol and reporting to monitor departmental activity and track progress towards goals.
• Act as the architect of donor database to streamline processes and reporting, working in close concert with Database Manager and Director of IT as needed or outside vendors. Train staff accordingly.
• Serves as central pipeline manager and clearinghouse for development-related actions and tracking across the institution.
• Manages timeline/calendar, list development, and logistics for fundraising and cultivation events.
• Works with the Database Administrator to maximize coordination between Raiser’s Edge and other systems, including SIS, data capture methods, and e-communications software to advance fundraising outcomes and tracking/analysis of constituent participation.
• Directs and monitors database management, maintenance and data health for efficiency and accuracy of donation processing and constituent data management.
• Develops protocols and supervises the processing and acknowledgment of gifts, pledges, pledge payments, and other contributions
• With Database Administrator and Prospect Research Analyst, creates and updates constituent management policies and procedures to ensure consistency across the institution and promote best practices.

Revenue Goals

• Develops and achieves budget projections for fundraising events. Develops related expense budgets as well as general development expense budget.
• Develops and implements ticket sales strategies and oversees expense budgets to meet goals for fundraising events including the Annual Student Exhibition and Bacchanal.
• Conducts and directs analysis on the effectiveness of solicitation, cultivation and stewardship strategies, including comparative data reporting.
• Ensure that reporting is in place to track progress towards goals and departmental activity, and database usage supports this and best practices.

Cultivation and Stewardship

• With Director of Development Events, plans calendar of stewardship events, directs research on event attendees and maximizes opportunities for donor cultivation during events (assignments, seating, introductions, etc.).
• In collaboration with the VP of Major Gifts, ensures that cultivation, solicitation, and stewardship activities are recorded consistently and accurately for efficient portfolio management, coordination and reporting across the school and museum.
• Leads prospect review meetings and contributes to prospect strategy development and stewardship planning. Prepares briefing materials and follow up reports for executive staff, curators, trustees, and other fundraisers as needed.
• Ensures accuracy of donor recognition credits, including exhibition signage, website, printed materials with Donor Relations Coordinator.

Donor Communications

• Working with the Senior Vice President of Enrollment and Strategic Communication, directs the creation and execution of donor publications and communications including the annual report, e-newsletters, donor stories and website.
• Oversees list generation for all mailings and development events.
• Manages personalized communications including visit letters and stewardship reports from the President and CEO and CDO.
• Create gift agreements, and ensure agreements meet Gift Acceptance Policy standards and institutional priorities.
• Serves as development department communications liaison between marketing, the college and museum.

QUALIFICATIONS

• Bachelor’s degree and 7-10 years of development experience.
• Prior management experience with multiple direct reports.
• Excellent written and verbal communications skills.
• In-depth knowledge of development tracking systems, specifically Raiser’s Edge, as well as research analytics and screening tools.
• Excellent interpersonal relationship and management skills.
• Ability to represent PAFA well in a variety of settings.
• Willing to perform other duties as assigned.

Status:             Exempt, Full-time

Position:          Assistant Director of Development, Institutional Partnerships

Reports to:       Vice President, Institutional Advancement

Purpose:          Assists the VP of Advancement with outreach to corporate and foundation donors, as well as planning, coordinating and administering an institutional partnership program  Also prepares proposals for government funding sources.

Requirements:

• Bachelor’s degree and four years progressively responsible fund raising experience, particularly in grant writing and relationship management.
• Ability to establish and maintain good working relationships with prospects and donors
• Ability to work effectively in a team setting, strong communication and superior interpersonal skills
• Excellent technical writing skills and organizational abilities
• Good working knowledge of Microsoft Office and development databases (particularly Raiser’s Edge).
• Knowledge of Philadelphia-area fund raising community helpful, including experience raising gifts from individual, corporate and foundation donors.
• Volunteer/committee management experience
• Ability to travel if necessary as well as work evenings and weekends
• Goal-oriented work ethic

Responsibilities: 

1. Work with the VP of Advancement to establish short- and long-range goals and to enlist support from members of college staff and volunteers to carry out the goals of the department.
2. Create an institutional partnership program that will leverage/maximize Moore’s existing base of corporate and foundation support while providing opportunities for increased and new giving to the College’s curricular and co-curricular priorities as well as to various events including, but not limited to, the Visionary Woman Awards, Senior Show and Fashion Show.
3. Establish framework for partnership with academic units and other key centers to foster more robust thinking around opportunities for partnership support, including establishment of Faculty Advancement Advisory Group
4. Manage the grants program, including researching potential funders, maintaining an up-to-date calendar of proposal and report deadlines and drafting and submitting all proposals and reports to foundation, corporate and government donors.
5. Manage a portfolio of 100 -120 corporate and foundation prospects and make 5 – 10 visits a month to identify, cultivate, solicit and steward donors with capacity for gifts and sponsorships in the $1,000-$50,000 range.
6. Plan, recommend and carry out appropriate solicitation strategies as well as donor cultivation/stewardship activities – engage faculty, staff and volunteers as appropriate.
7. Establish a pipeline of institutional prospects with cultivation, solicitation and stewardship strategies for each documented in Raiser’s Edge.
8. Work with Moore staff and faculty to ascertain needs, research prospective funding sources, and draft and submit proposals and reports.
9. Work with Development Associate to ensure donors and sponsors are acknowledged in a personalized and timely manner.
10. Other Duties as assigned.

Physical Demands/Working Conditions:

No physical demands.  Office settings.

The College adheres to the principle of equal educational and employment opportunity without discrimination on the basis of race, color, religion, age, national or ethnic origin, sexual orientation, gender identity or expression, handicap or disability, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state or local law in the administration of its educational policies, scholarship and loan programs, and other College-administered programs and employment practices.  Retaliation is also prohibited.  To read our full compliance statement please visit: http://moore.edu/about-moore/non-discrimination-504-titleix

The Development Operations Manager assists the Deputy Director of Advancement (Deputy) with the project management and implementation of Asian Arts Initiative’s fundraising and marketing activities. The position integrates and works closely with the entire team and Board of Directors.

Key Responsibilities 

Development 

Assist in project management of grant proposals, award phases, reports, and related content from research phase to completion. Report and track progress through Basecamp, weekly in person check-ins, and relevant project staff.

Grant applications and reports:

Project management: create and manage a project timeline of approximately 25 grant applications and reports of varying size. Maintain accountability points of relevant staff, report and track progress through Basecamp (project mgmt portal), prepare updates and content for related meetings, and report out weekly to Deputy.

Assist in application and report preparation, including but not limited to, creation of narrative, collating attachments such as budget, work samples, bios, etc.

Donor campaigns:

Project management: create and maintain project timelines for approximately 2-3 donor (digital and mailed) appeals, 1 donor in-person event, maintain and support activities related to donor pipeline

Content: inform and generate donor appeal content, edit donor acknowledgements, receipts, and reports and maintain donor stewardship schedule

Oversee customer relationship management (CRM) and organizational database maintenance for all development content and materials.

Compliance Monitoring

Monitors and project manages grant and award performance.

Troubleshoots compliance issues and advises on protocols and improvements.

Works as part of a team to monitor “project “implementation and proactively identify compliance issues related to enrollment, eligibility, verification, tracking, spending, and reporting (narrative, fiscal and data).

Marketing and Communications

Publicity: track and manage media outreach and cultivation for coverage, monitor activity for press opportunities and maintain media outlet databases.

Digital communications

Mailing list: monthly enews, 2-4 monthly eblasts, event related promotions- assist with content generation, ensure adherence to organizational branding guidelines, manage staff assignments, track and maintain project timelines and accountability on Basecamp.

Ensure frequent and accurate website maintenance: managing the timely and delivery of new content, monitoring site for updates and accuracy, file management of related assets

Regular tracking of social media and website metrics.

General 

Assist in budget tracking and maintenance for related departments.

Positive attitude and willing participation in a small team dynamic. Willingness to work outside of main responsibilities and serve as an organizational ambassador.

Qualifications 

Experience working in arts nonprofit.

Ability to prioritize and manage multiple responsibilities and tasks with excellent attention to detail.

Flexibility; ability to work with diverse personalities and quickly evolving organizational needs.

Strong written and verbal communication skills.

Commitment to organizational values of social justice and equity.

Preferred Qualifications 

Experience in development fundraising and grant writing within a mid-size organizational budget.

Understands and maintains contract compliance documents including RFPs, contracts, scopes of work, work plans, budgets, timelines, reports and evaluation requirements.

Experience working in Customer Relationship Database (CRM) such as Salesforce or Raiser’s Edge.

Hours and Compensation

This is a full-time exempt position at approximately 40 hours/week. Evening and weekend hours may be required. The salary range for this position is $45,000-$55,000.

How to Apply 

Interested candidates are invited to send their application (by December 31st) to jobs@asianartsinitiative.org:

A cover letter a) stating where you learned about the opportunity b) your specific interest in the position

Resume

3-5 professional references with a variety of relationships to the candidate (direct supervisor, direct report, colleague, external partner, etc.)

Organizational Overview

Asian Arts Initiative is a multi-disciplinary and community-based arts center in Philadelphia that advances racial equity and understanding, activating artists, youth, and their communities through creative practice and dialogue grounded in the diverse Asian American experience. Through exhibitions, performances, and community projects, we provide an inclusive gathering place for conversation and exchange of ideas. Our community-based arts initiatives seek out and cultivate innovative models for artists to engage with local communities, with a particular emphasis on working in partnership with our immediate neighborhood. Our primary programs include: 1) Artist residencies, commissions, and presenting of performances and exhibitions for artists to develop professionally and to create socially relevant artwork reflecting community experiences; 2) Year-round out-of-school-time programming for middle school youth, offering creative development and a safe place; 3) Participatory curatorial practices and various community development initiatives in our immediate neighborhood of Chinatown North/Callowhill.

Status:             Exempt, Full-time

Position:          Assistant Director of Development, Institutional Partnerships

Reports to:       Vice President, Institutional Advancement

Purpose:          Assists the VP of Advancement with outreach to corporate and foundation donors, as well as planning, coordinating and administering an institutional partnership program  Also prepares proposals for government funding sources.

Requirements:

• Bachelor’s degree and four years progressively responsible fund raising experience, particularly in grant writing and relationship management.
• Ability to establish and maintain good working relationships with prospects and donors
• Ability to work effectively in a team setting, strong communication and superior interpersonal skills
• Excellent technical writing skills and organizational abilities
• Good working knowledge of Microsoft Office and development databases (particularly Raiser’s Edge).
• Knowledge of Philadelphia-area fund raising community helpful, including experience raising gifts from individual, corporate and foundation donors.
• Volunteer/committee management experience
• Ability to travel if necessary as well as work evenings and weekends
• Goal-oriented work ethic

Responsibilities: 

1. Work with the VP of Advancement to establish short- and long-range goals and to enlist support from members of college staff and volunteers to carry out the goals of the department.
2. Create an institutional partnership program that will leverage/maximize Moore’s existing base of corporate and foundation support while providing opportunities for increased and new giving to the College’s curricular and co-curricular priorities as well as to various events including, but not limited to, the Visionary Woman Awards, Senior Show and Fashion Show.
3. Establish framework for partnership with academic units and other key centers to foster more robust thinking around opportunities for partnership support, including establishment of Faculty Advancement Advisory Group
4. Manage the grants program, including researching potential funders, maintaining an up-to-date calendar of proposal and report deadlines and drafting and submitting all proposals and reports to foundation, corporate and government donors.
5. Manage a portfolio of 100 -120 corporate and foundation prospects and make 5 – 10 visits a month to identify, cultivate, solicit and steward donors with capacity for gifts and sponsorships in the $1,000-$50,000 range.
6. Plan, recommend and carry out appropriate solicitation strategies as well as donor cultivation/stewardship activities – engage faculty, staff and volunteers as appropriate.
7. Establish a pipeline of institutional prospects with cultivation, solicitation and stewardship strategies for each documented in Raiser’s Edge.
8. Work with Moore staff and faculty to ascertain needs, research prospective funding sources, and draft and submit proposals and reports.
9. Work with Development Associate to ensure donors and sponsors are acknowledged in a personalized and timely manner.
10. Other Duties as assigned.

Physical Demands/Working Conditions:

No physical demands.  Office settings.

The College adheres to the principle of equal educational and employment opportunity without discrimination on the basis of race, color, religion, age, national or ethnic origin, sexual orientation, gender identity or expression, handicap or disability, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state or local law in the administration of its educational policies, scholarship and loan programs, and other College-administered programs and employment practices.  Retaliation is also prohibited.  To read our full compliance statement please visit: http://moore.edu/about-moore/non-discrimination-504-titleix