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Associate Director of Donor Stewardship & Operations

Please note: At this time, the RPO Administrative Office is currently available via e-mail and by phone. As soon as the RPO resumes it’s in office day to day operations we will resume the vetting and interviewing process. Please be patient as we all adapt during this time and we look forward to adding a new member(s) to our RPO team.  In the meantime, stay safe and healthy.  Thank you for your understanding. 


Job Title:                              Associate Director of Donor Stewardship & Operations
Classification:                     Full-Time, Entry-Level
Department:                       Development
Reports To:                         Director of Annual Giving and Special Events

Summary: The RPO Development Department raises funds through donations from individuals, corporations, foundations, the public sector and special events to support artistic and educational programming and general operating expenses.  This position will serve to provide a variety of supports across all areas of the Development Department with primary attention given to gift and donor records management and donor stewardship activities.

Job Duties and Responsibilities:

Operations: Gift and Donor Records Management (40%)

  • Daily processing of pledges and/or donations received across all areas of intake (mail, online, telefunding, etc.)
  • Acknowledgments and receipting for donations received on a daily basis (target goal 48-hours after receiving donation)
  • Create pledge agreements as needed for Development Gift Officers and follow up to secure signed agreements to be compliant with Finance department requirements
  • Work closely with Finance department to ensure data integrity in regards to gift processing
  • Work closely with Data Systems Manager to ensure data integrity
  • Work closely with Patron Services and Box Office staff to ensure donations received are recorded accurately on patron/donor records
  • Respond in a timely fashion to all inquiries from donors/patrons regarding their charitable contributions


Stewardship & Administrative Support (50%)

  • Manage all donor membership experiences in regards to stewardship events (i.e. RPO to the Max, Ranlet Receptions, Coffee with Conductor Chats, etc.)
    • Includes scheduling with partners (musicians, conductors, etc.) and venue staff
    • Creating EventBrite invitation copy and working closely with the Marketing department for email delivery where appropriate
    • Managing RSVPs for donor stewardship events, including providing attendance lists and event briefings where appropriate, to Development staff and other leadership stakeholders
    • Manage expenses for stewardship events with an eye to cost-effectiveness
  • Oversee donor thank you note process with musicians and board members
    • Year-End and Season-End Challenges
      • Handwritten notes
      • Email follow-up to all challenge donors with messaging in regards to challenge results
    • Manage donor thank you note process throughout the year for donors assigned to specific musicians
    • Manage donor thank you note process throughout the year for board members
  • Oversee and execute daily thank you phone calls to donors above $375
  • Work closely with AF manager to create and audit monthly editions of Bravo program book for the Marketing department
  • Annual updating of board of directors signage
  • Create and develop new “donor welcome” materials for newly acquired donors to RPO
  • Work collaboratively across all areas of RPO administration to create stewardship reports as required by funders (i.e. government entities, foundations, individuals, others)

Other Duties
Other duties as assigned (10%)

  • Provide creative and administrative support for the Development program and VP of Development
  • Select cultivation-tasks and stewardship-tasks as instructed by Vice President of Development

Qualifications and Skills

The successful candidate must possess the following professional qualifications and skills:

  • A Bachelor’s degree or equivalent, and at least two years of progressively responsible administrative experience working in a highly professional office environment
  • Excellent internal and external communication skills
  • Ability to respond sensitively and patiently to staff, donor, and community inquiries in a timely manner, and the ability to handle sensitive information and maintain confidentiality
  • Demonstrated customer service orientation and an ability to interact confidently and effectively with people of diverse cultural and socioeconomic backgrounds
  • Ability to take a proactive role in team efforts, promote cooperation and collaboration between team members
  • Demonstrated detail orientation, flexibility, and ability to coordinate assignments simultaneously with a series of continuous deadlines and determine priorities
  • Ability to work outside of normal business hours when necessary for events and concerts
  • Excellent grammar, spelling and organizational skills
  • Strong writing, editing, and proofreading skills
  • Proficiency in Microsoft Office (essential)


To apply, candidates may send a resume and brief email or cover letter to Shanna Yerdon-Walker, HR Coordinator

Email: [email protected]
Mail:  255 East Avenue LL02, Rochester, NY 14604