State Fair Of Texas
Coordinator - Donor Relations
State Fair Of Texas, Dallas, Texas, United States, 75215
Job Type
Full-time
Description
Job Title: Coordinator, Donor Relations
Department: Public Relations - Philanthropy & Development
Reports to: Director of Philanthropy & Development
Updated: October 2024
Salary: Starting at $59,000
This document is intended to present a descriptive list of the range of duties performed by the employee. Specifications are not intended to reflect all duties performed within the job. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time without notice.
ABOUT THE STATE FAIR OF TEXAS
Since its inception in 1886, the State Fair of Texas has celebrated all things Texan by promoting agriculture, education, and community involvement through quality entertainment in a family-friendly environment. The State Fair of Texas is a 501(c)(3) nonprofit organization with proceeds helping to preserve and improve our home, Fair Park; underwrite museums, community initiatives, and scholarship programs to support students throughout the Lone Star State pursuing higher education; and help improve State Fair operations.
SUMMARY
The Donor Relations Coordinator plays a crucial role on the State Fair's philanthropy and development team, focusing on managing our donor database and enhancing donor relations to support our mission pillars of agriculture, education, and community involvement. This position centers on data entry and analysis, ensuring the integrity of the State Fair of Texas's donor database (Salesforce) while efficiently tracking revenue through accurate constituent data management, gift processing, and timely acknowledgments-all with a strong emphasis on stewardship.
As the primary liaison between the Philanthropy & Development Team and the Finance & Accounting staff, this role ensures that donor care policies and procedures are maintained and updated. This role will reconcile contributions, including pledges receivable, with the accounting department on a weekly and monthly basis.
Additional administrative responsibilities will support the fundraising team and volunteers, help sustain existing programs, including fundraising events, and collaborate with leadership and team members on potential new initiatives.
The ideal candidate is passionate about the State Fair's nonprofit mission, possesses keen attention to detail, a high level of professionalism, is a collaborative team player, and is a proactive self-starter who takes the initiative to deliver results effectively.
Key Responsibilities:
Support the Mission Statement of the State Fair of Texas. Work with team to help implement the Fair's strategic plan through effective philanthropic and development programs to ensure exceptional experiences for donors and volunteers. Collaborate with the Director of Philanthropy and other team members to execute donor relations activities and fundraising events while engaging with donors and volunteers as part of a comprehensive development strategy. Track donor contributions and relations activities, providing insights for direct response plans and program enhancements. Assist with donor research, manage data entry for contributions, and generate reports. Coordinate communication with staff, volunteers, consultants, and vendors to broaden our support base and promote giving. Work with team leadership to implement marketing campaigns related to donations and support event planning and administrative tasks as needed.
Requirements
All State Fair employees must align with the organization's core values: Texantude, enthusiastically customer focused, exemplary team spirit, affection for the Fair and our mission, and stewardship of the tradition. This position interacts with donors, volunteers, and staff and has access to confidential information requiring considerable use of tact, diplomacy, discretion, and judgment. Project management, documentation management, relationship management, data reporting, and event planning. Management of accurate data in Salesforce - or program equivalent - to ensure record accuracy and completeness: including but not limited to creation of constituent records, donations and pledges; acknowledgement letters, training of staff, etc. Produce weekly or as-needed reports for leadership and volunteers. Assist the Director of Development with revenue tracking, reporting, and forecasting that supports leadership with informed strategic decision-making. Create all gift batches in the donor database (e.g., Salesforce), including pledges, pledge payments, online donations, cash gifts, gifts-in-kind, matching gifts, soft credits, and tributes, including linking gifts to proposals. Serve as the primary liaison between the Philanthropy & Development Team and Finance & Accounting staff to ensure the maintenance, updating, and compliance with donor care policies, processes, and procedures. Promote giving programs in direct mail and newsletters, organizational publications, and communications. Maintain files, records, applications, and other data concerning programs. Responsible for general accounting, including operating and committee budgets, deposits, and pledges receivable. Coordinate volunteer recognition and appreciation events and activities. Provide various administrative support duties, event coordination, and overall services for the Philanthropy & Development department within Public Relations. Prepare and proofread various documents, including general correspondence, agendas, and reports; enter data and information into various computer programs. As appropriate, consult with other departments on ways to reach new audiences. This might include collaborating with communications, marketing, exhibits, and concessions to develop innovative approaches to interact with the DFW and statewide philanthropic community. Provide information on departmental and SFT policies and procedures as required, transfer inquiries to the appropriate individual or department as necessary and receive and resolve donor and volunteer feedback as needed. Support State Fair special events and activities as assigned. Marginal Functions: Answer multi-line telephone system and maintain office supplies. Perform additional related duties and responsibilities as assigned. QUALIFICATIONS
Knowledge of:
Highly effective communication skills, both written and oral, personally and collectively. Excellent attention to detail, organizational skills, and problem-solving skills, with the ability to manage multiple and shifting priorities and projects. Motivated, self-starting attitude with solid work ethic. Ability to implement flexible scheduling, work hours, and task management. Community development and engagement practices. Aware of philanthropic and community organizations and key stakeholders. Computer usage and Microsoft Office (or comparable) products. Principles and procedures of record keeping. Pertinent Federal, state, and local laws, codes, and regulations. Principles and procedures of accounts payable and accounts receivable. Ability to:
Communicate clearly, concisely, and professionally both orally and in writing. Work primarily in an office environment, Monday through Friday during normal business hours. Be available to support special events in the evenings and weekends, as needed, to ensure the successful execution of fundraising events. All full-time State Fair employees work all 24 days of the State Fair - our largest community program and fundraiser of the year - each fall, in addition to surrounding special events. Learn programs and services related to assigned department. Manage multiple projects and perform multiple tasks simultaneously. Provide effective administrative support. Prioritize projects and apply strong problem-solving skills. EXPERIENCE and TRAINING GUIDELINES
Any combination of experience that would likely provide the required knowledge is qualifying. A typical way to obtain the knowledge and abilities would be:
Preferred Education and/or Experience :
Bachelor's degree in business, accounting, public relations, or related field, or any combination of relevant experience and education that would contribute directly to the position. A minimum of three years of experience in nonprofit, development, public relations, or related field. Excellent written and oral communication skills. Demonstrated ability to work with high accuracy and manage confidential and sensitive information. Excellent organizational, communication, interpersonal, and time management skills. Experience in managing projects with limited supervision. Proven ability to work both independently and as part of a team, is self-motivated and proactive Event planning experience is a plus. Bilingual (English/Spanish) is a plus, but not required. SUPERVISION RECEIVED and EXERCISED
Reports directly to and receives direction from the director of philanthropy and development, with guidance and support from the head of public relations. Works both collaboratively and independently with regular supervision to clarify assignments and receive guidance as needed. WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens. Works closely with others. Working outdoors in various weather conditions and on uneven and/or slippery surfaces, as necessary, especially during Fair time and special events.
Physical Conditions:
Essential and other important responsibilities and duties require maintaining physical conditions necessary for remaining in a stationary position for prolonged periods of time, moving short and long distances to access office supplies, meeting guests, performing duties within Fairgrounds, etc., verbally communicating with both internal and external contacts, occasionally lift objects no more than 25 pounds unassisted, walking and/or driving golf carts outdoors, and working consistently requires manual dexterity.
Salary Description
$59,000 per year
Full-time
Description
Job Title: Coordinator, Donor Relations
Department: Public Relations - Philanthropy & Development
Reports to: Director of Philanthropy & Development
Updated: October 2024
Salary: Starting at $59,000
This document is intended to present a descriptive list of the range of duties performed by the employee. Specifications are not intended to reflect all duties performed within the job. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time without notice.
ABOUT THE STATE FAIR OF TEXAS
Since its inception in 1886, the State Fair of Texas has celebrated all things Texan by promoting agriculture, education, and community involvement through quality entertainment in a family-friendly environment. The State Fair of Texas is a 501(c)(3) nonprofit organization with proceeds helping to preserve and improve our home, Fair Park; underwrite museums, community initiatives, and scholarship programs to support students throughout the Lone Star State pursuing higher education; and help improve State Fair operations.
SUMMARY
The Donor Relations Coordinator plays a crucial role on the State Fair's philanthropy and development team, focusing on managing our donor database and enhancing donor relations to support our mission pillars of agriculture, education, and community involvement. This position centers on data entry and analysis, ensuring the integrity of the State Fair of Texas's donor database (Salesforce) while efficiently tracking revenue through accurate constituent data management, gift processing, and timely acknowledgments-all with a strong emphasis on stewardship.
As the primary liaison between the Philanthropy & Development Team and the Finance & Accounting staff, this role ensures that donor care policies and procedures are maintained and updated. This role will reconcile contributions, including pledges receivable, with the accounting department on a weekly and monthly basis.
Additional administrative responsibilities will support the fundraising team and volunteers, help sustain existing programs, including fundraising events, and collaborate with leadership and team members on potential new initiatives.
The ideal candidate is passionate about the State Fair's nonprofit mission, possesses keen attention to detail, a high level of professionalism, is a collaborative team player, and is a proactive self-starter who takes the initiative to deliver results effectively.
Key Responsibilities:
Support the Mission Statement of the State Fair of Texas. Work with team to help implement the Fair's strategic plan through effective philanthropic and development programs to ensure exceptional experiences for donors and volunteers. Collaborate with the Director of Philanthropy and other team members to execute donor relations activities and fundraising events while engaging with donors and volunteers as part of a comprehensive development strategy. Track donor contributions and relations activities, providing insights for direct response plans and program enhancements. Assist with donor research, manage data entry for contributions, and generate reports. Coordinate communication with staff, volunteers, consultants, and vendors to broaden our support base and promote giving. Work with team leadership to implement marketing campaigns related to donations and support event planning and administrative tasks as needed.
Requirements
All State Fair employees must align with the organization's core values: Texantude, enthusiastically customer focused, exemplary team spirit, affection for the Fair and our mission, and stewardship of the tradition. This position interacts with donors, volunteers, and staff and has access to confidential information requiring considerable use of tact, diplomacy, discretion, and judgment. Project management, documentation management, relationship management, data reporting, and event planning. Management of accurate data in Salesforce - or program equivalent - to ensure record accuracy and completeness: including but not limited to creation of constituent records, donations and pledges; acknowledgement letters, training of staff, etc. Produce weekly or as-needed reports for leadership and volunteers. Assist the Director of Development with revenue tracking, reporting, and forecasting that supports leadership with informed strategic decision-making. Create all gift batches in the donor database (e.g., Salesforce), including pledges, pledge payments, online donations, cash gifts, gifts-in-kind, matching gifts, soft credits, and tributes, including linking gifts to proposals. Serve as the primary liaison between the Philanthropy & Development Team and Finance & Accounting staff to ensure the maintenance, updating, and compliance with donor care policies, processes, and procedures. Promote giving programs in direct mail and newsletters, organizational publications, and communications. Maintain files, records, applications, and other data concerning programs. Responsible for general accounting, including operating and committee budgets, deposits, and pledges receivable. Coordinate volunteer recognition and appreciation events and activities. Provide various administrative support duties, event coordination, and overall services for the Philanthropy & Development department within Public Relations. Prepare and proofread various documents, including general correspondence, agendas, and reports; enter data and information into various computer programs. As appropriate, consult with other departments on ways to reach new audiences. This might include collaborating with communications, marketing, exhibits, and concessions to develop innovative approaches to interact with the DFW and statewide philanthropic community. Provide information on departmental and SFT policies and procedures as required, transfer inquiries to the appropriate individual or department as necessary and receive and resolve donor and volunteer feedback as needed. Support State Fair special events and activities as assigned. Marginal Functions: Answer multi-line telephone system and maintain office supplies. Perform additional related duties and responsibilities as assigned. QUALIFICATIONS
Knowledge of:
Highly effective communication skills, both written and oral, personally and collectively. Excellent attention to detail, organizational skills, and problem-solving skills, with the ability to manage multiple and shifting priorities and projects. Motivated, self-starting attitude with solid work ethic. Ability to implement flexible scheduling, work hours, and task management. Community development and engagement practices. Aware of philanthropic and community organizations and key stakeholders. Computer usage and Microsoft Office (or comparable) products. Principles and procedures of record keeping. Pertinent Federal, state, and local laws, codes, and regulations. Principles and procedures of accounts payable and accounts receivable. Ability to:
Communicate clearly, concisely, and professionally both orally and in writing. Work primarily in an office environment, Monday through Friday during normal business hours. Be available to support special events in the evenings and weekends, as needed, to ensure the successful execution of fundraising events. All full-time State Fair employees work all 24 days of the State Fair - our largest community program and fundraiser of the year - each fall, in addition to surrounding special events. Learn programs and services related to assigned department. Manage multiple projects and perform multiple tasks simultaneously. Provide effective administrative support. Prioritize projects and apply strong problem-solving skills. EXPERIENCE and TRAINING GUIDELINES
Any combination of experience that would likely provide the required knowledge is qualifying. A typical way to obtain the knowledge and abilities would be:
Preferred Education and/or Experience :
Bachelor's degree in business, accounting, public relations, or related field, or any combination of relevant experience and education that would contribute directly to the position. A minimum of three years of experience in nonprofit, development, public relations, or related field. Excellent written and oral communication skills. Demonstrated ability to work with high accuracy and manage confidential and sensitive information. Excellent organizational, communication, interpersonal, and time management skills. Experience in managing projects with limited supervision. Proven ability to work both independently and as part of a team, is self-motivated and proactive Event planning experience is a plus. Bilingual (English/Spanish) is a plus, but not required. SUPERVISION RECEIVED and EXERCISED
Reports directly to and receives direction from the director of philanthropy and development, with guidance and support from the head of public relations. Works both collaboratively and independently with regular supervision to clarify assignments and receive guidance as needed. WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens. Works closely with others. Working outdoors in various weather conditions and on uneven and/or slippery surfaces, as necessary, especially during Fair time and special events.
Physical Conditions:
Essential and other important responsibilities and duties require maintaining physical conditions necessary for remaining in a stationary position for prolonged periods of time, moving short and long distances to access office supplies, meeting guests, performing duties within Fairgrounds, etc., verbally communicating with both internal and external contacts, occasionally lift objects no more than 25 pounds unassisted, walking and/or driving golf carts outdoors, and working consistently requires manual dexterity.
Salary Description
$59,000 per year