Associate, Advancement Services Operations - The Public Theater

The Associate, Advancement Services Operations is responsible for supporting the Advancement Services team and overseeing the overall entry and maintenance of contributions, performance set-up, and ticket processes in the Tessitura database. They work with the Manager, Advancement Services Operations on gift accounting, financial, and database management tasks. This position also supports the Associate Director, Tessitura Ticketing Operations with performance season management responsibilities.



Responsibilities:



Gift Processing and Acknowledgements:

Coordinate the accurate and timely entry of gifts, pledges, pledge payments, and recurring charges from multiple channels in Tessitura.

Analyze gift details when processing contributions to ensure tracking procedures are maintained upon entry.

Assemble and provide Finance department with database reports and gift support documentation.

Support the management of pledge reminders/invoices and recurring gift processes for all outstanding pledges to ensure payments are received by anticipated due dates.

Maintain communication with donors and internal teams to acquire supporting pledge documentation; invoice and acknowledgment preferences; updated payment details; and other information as required.

Prepare, verify, and process corporate matching gifts for submission to the matching gift entity; maintain a procedure for tracking forthcoming matching funds and follow up with donors/companies as needed.

Produce/generate acknowledgment receipts and cover letters for gifts and pledges.

Work with the Manager, Advancement Services Operations on preparation and maintenance of donor recognition listings.

Participate in onsite check deposit processes.



Ticketing and Set-up Functions:

Support the setup and delivery of ticketed events and sales-focused system activities.

Accurately enter daily promotion code requests received from different areas of the organization.

Apply holds and allocations; review zones, performance maintenance, holds, and allocation releases and additions. 

ADA seat/hold monitoring.

Communicate with vendors pertaining to performances, ticket inventory, orders, and financial reconciliations. Cancel and modify orders when required.

Monitor HelpScout email inbox and respond to department-related inquiries.

Review the previous day’s activity reports (TodayTix, Performance Build, Delivery Method). Follow-up on any anomalies that are identified.

Schedule and monitor sales and activity reports, and update departments when required.



Advanced training will include:

Cancellation of performances and application of cancellation procedures.

Implementation of pricing updates as requested.

Creation of complex Joe’s Pub performances and other promotion codes.



Database Maintenance:

Understand, recommend, and address ticketing database needs, including consistent promotion setup and pricing adjustments.  

Review ticket design for Joe's Pub performances to confirm accurate ticket content layout.

Support database client and web testing for newly created seasons, individual performances, on-sales, and price accuracy.

Support membership and benefit testing for database clients and web for all performances.

Maintain accurate movement of contributed revenue projections values.

Add new constituent records to the database for gift processing procedures and analyze information from gift support to populate all appropriate data fields.

Coordinate and produce ongoing reports and list pulls, extractions, and other data/reporting requests for contributed revenue in Tessitura.

Review the coding of sources and appeals for solicitations in Tessitura to ensure renewal success rate and ROI are accurately tracked.

Reinforce the accuracy and maintenance of gift form submissions from all giving areas.

Monitor, investigate, track, and process incoming credit card chargebacks.



Department Support:

Maintain and update documentation on database standards for gift accounting and ticketing processes in the interest of consistent database management.

Assist the Individual Giving team in preparing and mailing monthly renewal and annual acquisition efforts throughout the year.

As needed, assist the Special Events team at donor events throughout the year.

Recommend and adhere to box office accounting procedures and ticketing system administration policies.

Share ticketing knowledge and best practices for ticketing and performance on-sale success.



Requirements:

Strong computer skills and experience with Tessitura, Raiser’s Edge, Salesforce, or similar fundraising/CRM database; proficiency in MS Word and Outlook, and advanced Excel knowledge; SQL and analytic skills a plus.

Ability and desire to work cooperatively with others and foster teamwork.

Excellent communication skills in both written and oral formats.

Experience and particular aptitude for disciplined inputting and tracking of information.

Exceptional organizational skills, with the ability to manage time appropriately, set priorities and tasks, and work efficiently.

Must reside in New York Metropolitan area as some components of this role’s duties and/or responsibilities require an onsite presence at our New York City offices at Astor Place on a regular basis.



This is a non-exempt full-time position, according to the Fair Labor Standards Act with an annual salary of $46,000. The position is available immediately.



COVID-19 and Vaccination Policy

As a condition of employment, The Public will require all who report to work on-site (either at The Public Theater or any other workspace or performing location) to be up to date on the COVID-19 vaccine and booster, as eligible based on CDC guidelines.



Commitment

The Public is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. Applicants from populations underrepresented in the theater field are strongly encouraged to apply. All qualified applications will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, familial status, sexual orientation, national origin, ability, age, or veteran status.



To apply, please attach your resume and cover letter.
Salary: $46,000