Position: Advancement Operations Manager Department: Advancement Reports to: Vice President of Data Analytics Classification: Salaried, Exempt
THE BALTIMORE SYMPHONY ORCHESTRA and ORCHKIDS
For over a century, the BSO has been recognized as one of America’s leading orchestras and one of Maryland’s most significant cultural institutions. As the largest cultural institution in Maryland, the BSO is internationally recognized and locally admired for its innovation, performances and recordings, and educational community initiatives including OrchKids. Launched in 2008, OrchKids provides children educational resources and fosters social change through the power of music in some of Baltimore’s under-resourced communities.
BSO: AT A GLANCE
• Operating budget FY 21/22:
• Orchestra members:
80 Players; 2 Librarians
• Administrative Staff:
• OrchKids Program Staff:
75 Team members
JOB SUMMARY The Advancement Operations Manager is responsible for maintaining the BSO’s fundraising processes and systems. The head of a two-person team responsible for gift entry, acknowledgments, database maintenance, and prospect management, the Manager will personally focus on keeping all processes and systems operating are both timely and accurate, as well as reflecting latest trends in development operations. This role also oversees the team member who is responsible for high-touch special giving tracking and fulfillment, as well as prospect management and research. A key liaison to the Finance and IT team, the Manager will initiate data maintenance projects, financial reconciliation, pledge reminders, and process improvement initiatives.
Success in this role requires clear and open-minded communication with primarily internal constituents, excellent project management skills, as well as the ability to keep and build a routine that will advance the portfolio program. Significant technical expertise is required in using the BSO’s CRM, Tessitura, to manage donor data, organize prospecting efforts, and pull lists and data.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Oversee all contribution batch entry and reconciliation, completing and delegating as appropriate based on volume. Maintain TNEW (Tessitura-driven) giving pages and structures as directed to facilitate customer-friendly transactions online.
Ensure that BSO guidelines for special giving vehicles are developed and followed, including donor advised funds, stock, estate gifts, third party vehicles like Combined Federal Campaign and United Way are appropriately reflected in the system.
Administer the BSO’s monthly giving program, including annual rollover and configuration, appropriate acknowledgments, auto billing, and membership status updates.
Maintain, troubleshoot, and advance stewardship systems activated by gift entry in Tessitura modules, prioritizing customer service above all else: membership, acknowledgments, crediting, and pledge collection.
As directed by Advancement leadership, execute the annual development of Tessitura Plans, working with the entire department to support updated plan values throughout the year.
Support institution-wide segment development strategies by creating lists and extractions for communications and analytical projects as requested.
Work with the VP Revenue Operations and Analytics to implement a Campaign, Fund, and Appeal structure that maximizes the BSO’s ability to create insightful reports and analysis.
Oversee the work of the Coordinator of Prospect Development to identify prospects to be qualified by the BSO’s giving officers.
Develop tools, projects, and automations that can facilitate prospect identification and segment development.
Data Integrity and Stewardship
Implement best practice policies and procedures to ensure all Tessitura-related Advancement data is accurate and usable.
Ensure that the BSO’s data entry standards are met by providing regular checks and communications on account formatting, and duplicate management.
Initiate data maintenance procedures, data appends, contact updates, and other projects that ensure all patron information is well-organized, current, and usable.
Reconcile gift entry with financial records, communicating proactively about anomalies and adjustments.
Management and Leadership Responsibilities
Participate as a member of the Advancement teams in occasional special events, BSO concert duties, and regular team and cross-departmental meetings.
Provide training and troubleshooting support for BSO colleagues as requested.
Attend events and concerts as a representative of the BSO staff both during and after office hours as assigned (two to three weekend nights a month).
Provide leadership, training, and oversight for the Coordinator of Prospect Development role.
Other duties as assigned.
Assist with other projects as assigned.
QUALIFICATIONS AND CAPABILITIES
A minimum of three (3) years of experience managing a customer relationship management database (Tessitura preferred).
Experience supporting prospecting and moves management concepts and systems.
Discretion and respect for sensitive and confidential information in research, reporting, and discussions.
Bachelor’s degree or equivalent work experience.
A demeanor of positivity, enthusiasm and respect for BSO colleagues and patrons.
Proficient in Microsoft programs, including but not limited to Excel, Powerpoint, Word, and Outlook.
Flexibility to adjust schedule as needed (with notice) for support at events, which frequently occur on evenings and weekends.
Excellent critical thinking, strategic planning and problem-solving skills.
Experience in an arts and culture membership organization.
A background and/or interest in symphonic music.
Master’s degree in Arts Administration, Arts Management, Non-Profit Management, or similar field, or a personal course of study one of these fields beyond an academic
COMPENSATION AND BENEFITS
Competitive salary negotiable, commensurate with qualifications and experience
Health insurance: two options to choose from; all at low cost to the employee
Dental, Life and Long-Term Disability Insurance, paid entirely by the BSO
Generous paid time off, including annual, personal and sick leave
Health Savings Account, employer contributes portion
Flexible Spending Accounts, including Medical and Dependent Care
Employee Assistance Program
Free/discounted tickets to BSO concerts
Hybrid Work Schedule available, depending on position requirements
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences of relief, to equalize peak work periods, or otherwise to balance the workload.
How to Apply
Please submit a cover letter, resume, and at least two relevant writing samples (e.g., targeted course assignment, blog entry, social media posts, etc.) to firstname.lastname@example.org.
No phone calls please.
OUR CULTURE AS AN EQUAL OPPORTUNITY EMPLOYER
The Baltimore Symphony Orchestra and OrchKids use the BSO mission and shared values (Appendices) to govern decisions, actions, and behaviors. These values guide how we conduct our work and professional relationships: Creativity, Respect, Excellence, Education/Engagement, and Diversity. We are focused on a people-first culture for our patrons and our entire BSO family.
The BSO is proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, differing physical abilities, genetic information, age, parental status, military service, other non-merit factors.
The BSO is committed to improving and protecting the health of our musicians, staff, and our communities. We comply fully with the COVID-19 requirements of the state of Maryland and the city of Baltimore. It is required that employees be fully vaccinated against COVID-19 and provide proof of vaccination as a condition of employment.
APPENDIX I: BSO MISSION
The BSO performs the highest quality symphonic music of all eras that nurtures the human spirit. The BSO is committed to engaging, inspiring, educating, and serving diverse audiences and to enhancing the State of Maryland as a cultural center of vitality and importance.”
APPENDIX II: BSO SHARED VALUES
In October 2021, the BSO Board of Directors approved the following shared values, or “BSO Creed”:
We believe the BSO is first and foremost an artistic institution that is dedicated to the finest creative musical expression.
We seek to facilitate opportunities for creative approaches that allow musicians, staff, board, and partners to collaborate to serve our mission.
We strive to inform all decisions with our commitment to innovation and continuous improvement.
We believe the BSO should value, appreciate, and treat all individuals - patrons, staff, musicians, guest artists, and volunteers with compassion, respect, and dignity.
We seek to create a welcoming, safe, and enjoyable environment for all.
We strive to embrace all human differences and commit to caring and civility towards all with whom we work and serve.
We believe it is an honor to present great music to stir and nurture the soul.
We seek to attract, develop, and retain the best talent in all musicians, staff, board, and volunteers. Everyone who works at the BSO has an important role to play in our success.
We strive to act with uncompromising integrity and transparency.
ENGAGEMENT / EDUCATION
We believe deep connections to the diverse communities we serve are essential to our mission.
We seek to inspire and educate with powerful and meaningful musical experiences for audiences of all ages.
We strive to nurture the talents of musicians of all ages with accessible educational initiatives and programs.
We strive to create a culture where musicians, staff, board, and volunteers communicate, collaborate, understand, and appreciate each other’s work.
We believe diversity, equity, inclusion, and belonging – with respect to race, gender, and personal identity – are cultural and strategic imperatives.
We seek to create a culture of excellence that ensures access and inclusion of diverse voices in all that we do.
We strive to use the universal language of music to bring people together and embrace our multicultural society.
For over a century, the Baltimore Symphony Orchestra (BSO) has been recognized as one of America’s leading orchestras and one of Maryland’s most significant cultural institutions. The orchestra is internationally renowned and locally admired for its innovation, performances, recordings, and educational outreach initiatives including OrchKids.
The Baltimore Symphony Orchestra performs annually for more than 275,000 people throughout the State of Maryland. Since 1982, the BSO has performed at the Joseph Meyerhoff Symphony Hall in Baltimore, and since 2005, with the opening of The Music Center at Strathmore in North Bethesda, MD, the BSO became the nation’s first orchestra performing its full season of classical and pops concerts in two metropolitan areas.
In July 2022, the BSO once again made musical history with its announcement that Jonathon Heyward would succeed Music Director Laureate and OrchKids Founder Marin Alsop as the Orchestra’s next Music Director. Maestro Heyward begins his five-year contract in the 2023-24 season.
More information about the BSO can be found at BSOmusic.org.