This role leads the planning and execution of all events within the Development Department, with particular focus on the Annual Art Auction & Gala and the biannual (716)ART Auction. Additional event coordination may include, but is not limited to, managing the logistics of partner events at regional galleries, donor and sponsor tours, and meetings with major donors.  In collaboration with the Membership Associate, the DSEC also provides support for member-related events and activities such as member receptions and members exhibition preview nights. 

The DESC also plays a key administrative role in the Development Department, maintaining information and processing donations through the donor management system (Raiser’s Edge). This role will also generate acknowledgments for all non-membership donations, including event sponsorship, annual giving, major donations, and donations of artwork for event auctions. Excellent writing and attention to detail are essential in successfully performing this function of the position.

The duties of this role will vary over the course of each calendar year, requiring excellent time management and communication skills, the ability to self-prioritize work, and the ability to collaborate and manage expectations both across and upwards within the organization.

Work Schedule

Although work will typically be conducted at the Center Monday-Friday during normal business hours, this position is frequently required to be present for programs that may begin or end outside those parameters, including occasional evening or weekend events. Flexible scheduling is available in these instances to maintain a healthy work-life balance.

ESSENTIAL FUNCTIONS:

Events Coordination

• Coordinates all logistics and activities for fundraising events
• Manages timeline, content, and production of event-related materials, including invitations, program books, and digital assets.
• Serves as the primary liaison for event committee meetings, creating agendas and working with chairs to lead meetings and follow up actions.   
• Manages invitation lists (mailing and digital) for all development events
• Creates materials for sponsor, participant and donor solicitation and acknowledgement. 
• Communicates with event sponsors to ensure fulfillment of their benefits 

 Fund Development & Donor Relations

• Manages gift processing functions, including entry of gifts into Raiser’s Edge, batch reporting and other financial reports, and producing and distributing timely gift acknowledgements
• Ensures the accuracy and integrity of data, performs timely data updates and coding, and produces reports, including monthly pledge status reports.
• Manages and ensures the accuracy of online email lists and coding, in conjunction with marketing staff.  
• Manages the monthly giving program, processes monthly gifts, and ensures donor credit card information is accurate and secure.
• Drafts and prepares donor correspondence, including regular pledge reminders, billing invoices, invitations, and gift acknowledgement letters.

Administrative & Logistical Support

• Travels within the region to pick up and deliver supplies, documents, packages, meeting materials, food, and beverages.
• Handles administrative details associated with comprehensive campaign activities (i.e., scheduling meetings, coordinating refreshments).
• Proactively prepares for internal and external meetings and donor engagements, managing technology, booking reservations, handling accommodations for guests, coordinating on-site room reservations, and collating meeting materials.
• Manages the development filing system, both paper and digital files.

REQUIRED QUALIFICATIONS, KNOWLEDGE, SKILLS, & ABILITIES

• Proven database management skill and computer literacy; experience in data systems (Raiser’s Edge preferred) and generating reports.  
• Able to build strong interpersonal relationships within the organization, with supporters, and within the community.
• Must possess a valid driver’s license and have consistent, reliable access to a vehicle and transportation. 
• Bachelor’s Degree or equivalent work experience.
• Minimum of two years fundraising experience, membership service/sales, customer service, or related non-profit work.
• Ability to present information concisely and effectively, both orally and in writing.
• Exceptional attention to detail and highly developed skills in writing and editing.
• Excellent interpersonal communication skills.

To apply: Please email your cover letter, resume, and three professional references in one PDF document, saved as "Last name.First name.” with “Development & Special Events Coordinator” in the subject bar to burchfld@buffalostate.edu. No calls, please. 

This position is open until filled, but only applications received by September 30, 2023 can be assured full consideration. The planned employment date is November 1, 2023. 

POSITION RESPONSIBILITIES

Financial and Strategic Leadership

• Prepare and oversee the organization’s annual operating budget. Develop budgets for departmental areas and manage the overall budget process for the organization. 
• Manage finances and prepare financial statements to include investments, accounting, and overall purchasing.
• Act as a liaison to University administration regarding finances and contracted relationships.
• Share all information and interactions with the Director of Development and/or development staff in real-time as it relates to donors and financial activities related to advancement. 
• Management of daily cash deposits

Departmental Leadership

• Contribute to all overall leadership to Center departments and staff.
• Be the primary supervisor of all outside contractors, including catering.
• Lead organization-wide human resources activities, personnel management, and benefits program. This includes all employee hiring, supervision, development, performance management, and termination to maintain an effective staff team.
• Specifically manage staff relating to physical plant, facilities, security, museum store retail operations, visitor services, café Lease operations, and catering contracts, and be the primary supervisor for the programming, operations, education, and communications departments.
• Manage the organization-wide annual staff review process using the established performance management system. Ensure consistency in metrics used to measure staff performance against job descriptions and performance expectations. 
• Lead a continual evaluation of the Center’s policies and procedures. When necessary, establish new policies, procedures, and best practices to address deficiencies and improve operations, with the input of colleagues as appropriate.

Organizational Strategy and Leadership

• Serve as the organizational leader in the absence of the ED and be a visible presence internally and externally, representing the organization publicly as required. Make autonomous organizational decisions when required for smooth and timely operations, apprising the ED and colleagues of such decisions in a timely manner.
• Maintain a system of managing and reporting on the strategic plan on an annual basis, measured in performance to goals.
• Strategize across departments with the ED and senior staff to implement organizational and program innovation in service of current operations and new strategic directions.
• Lead complex organizational operations as assigned by timelines, activities, external and internal relationships, budgets, staff, and volunteers in a manner that leads to positive project outcomes for the Center.
• Serve as a liaison for Board committees, with primary responsibility for finance, audit, investment, building and grounds, and DEI committees.
• Ensure that the Center is following the DEI plan and best practices for continued and improved universal inclusion and accessibility. 
• Manage data collection for financial and visitor information and with the senior team and staff in order to assess organization performance and inform decisions. 
• Consult with BPAC coworkers about issues and organizational needs to build consensus for decisions and ensure a collaborative, inclusive approach.
• Support and sustain a positive organizational culture. Lead by example, modeling highly effective personnel management and inclusive organizational communications, with particular focus on modeling transparency and accountability in all activities.
• Support the ED and the Director of Development on fundraising for exhibitions and projects, fund development, grant funding opportunities, and donor cultivation. 
• Serve as a public representative of the Center at regional events as may be required including nights and weekends; some public speaking required.
• Serve as the external liaison to colleagues in museums and galleries for financial and operations matters.
• Supervise additional administrative duties museum-wide as may arise or be assigned, including cross-departmental collaboration and relations, museum trustees, and community stakeholders.

Required Knowledge, Skills, and Abilities

• Highly effective financial management practices, including skills in fund accounting and grant and foundation reporting practices.
• Experience with MIP or accounting software with the ability to produce financial reports for project management.
• Highly developed human resources and personnel management skills. 
• Skill in project management software, PC in Windows environment using Microsoft Word, Excel, Outlook, and presentation software (PowerPoint, Keynote, etc.). Integrated technology systems knowledge including point of sale systems, online sales systems, and content and data management preferred. 

EDUCATION & EXPERIENCE REQUIREMENTS

• Bachelor’s Degree, preferably in Business Management, Finance, Cultural Administration, or a related field.
• Five or more years related experience at the senior non-profit management level, or equivalent combination of education/experience.

PREFERRED QUALIFICATIONS

• MBA or related advanced finance-related degree.
• Proven strength in institutional strategy, planning, and project management.  

Application Procedure

Applications, including a letter of interest, CV/resume, and contact information for three professional references, may be submitted to burchfld@buffalostate.edu. The position is open until filled, but only applications received by July, 7, 2023, can be assured full consideration. The planned employment date is August 4, 2023.