Albany Park Theater Project, one of the country’s preeminent youth theater ensembles, seeks a Development Coordinator to provide essential support to the Producing Director, the Board of Directors, the Artistic Staff, and the Youth Ensemble. This new position will serve a critical role in a capacity-building initiative designed to enhance current programs, strengthen our ability to raise more funds, and to take advantage of our exceptional success to develop APTP as a national model at the intersection of the arts, youth development, and social justice.
About Albany Park Theater Project (learn more at www.aptpchicago.org)
APTP is a multiethnic, youth theater ensemble that inspires people to envision a more just and beautiful world.
About the Position
- APTP’s teen ensemble creates original theater based on the life experiences of people whose stories might otherwise go untold: urban teens, immigrants, and working-class Americans.
- APTP creates a space where less advantaged teenagers engage critically and creatively with the world as artists, thereby embarking on purposeful lives as adventurous dreamers and accomplished achievers.
- APTP humanizes issues that impact real people but too often get discussed as abstract concepts.
- APTP enriches the quality of life in the underserved neighborhood of Albany Park and in Chicago.
We are looking for a Development Coordinator to grow our sole administrative staff position to a new level of responsibility and contribution. In addition to the concrete qualifications below, we’re looking for a special kind of soul to join our staff. You’ll need to be confident and comfortable working independently; we are looking for a self-starter with fire and passion. However, due to the ensemble nature of our APTP community, you also need to be a collaborator. Most days, you’ll need to be comfortable working alone for a few hours in our beautiful office; then, as our artistic staff and teen ensemble members arrive, you’ll need to be able to thrive in a bustling environment. You’ll wear many hats, juggling multiple projects and timelines, and meeting tight deadlines. You need to be passionate about art and about progressive social change. You need to respect and enjoy teenagers. You need to demonstrate the skill and desire to work as part of a culturally diverse community.
The specific responsibilities for this position will include:
Development Administration (approximately 50% of the position)
• Maintain the database of APTP donors, prospects, audience members, ensemble members, and others. Add and update records, remove inactive records.
• Enter donor gifts in the database and ensure the generation of timely donation acknowledgments; coordinate the participation of APTP’s teen ensemble members in writing donor acknowledgement letters, as well as other copy for other fundraising purposes; coordinate board members’ participation in the signing of donor correspondence, invitations, and placement of thank you calls when appropriate.
• Keep abreast of staff and board fundraising activities, recording actions into the database, and proactively manage upcoming deadlines and reminders.
• Assist the production of donor communications, newsletters, and appeals, both print and email (2-3 per year each):
• Ensure that donors in giving clubs receive benefits due their giving level and receive personalized attention.
- Keep writers/contributors to timeline.
- Track and order supplies needed.
- Prepare data for mailings, segmenting lists and versions of letters.
- Coordinate signing/personalization of letters by board, staff, teens.
- Provide evaluation reports on results.
• Using database, generate financial reports and data that assist with donor and giving analysis.
• Reconcile database records regularly with accounting records.
• Seek out professional training on the database and other related software so that proficiency for analysis, queries, and report generation is acquired.
• Coordinate donor cultivation and stewardship events (3-4 per year):
• During the run of a production, assist the Producing Artistic Director and Board as hosts when special groups of donors and/or funder VIPs attend, greeting them, showing them to their reserved seats, troubleshooting, visiting after the show is over, etc.
- Develop timelines, ensuring that staff, board, and teen ensemble are clear as to their roles and deadlines.
- Manage invitation process and list, manage RSVPs.
- Coordinate logistics before the event, arrange food and beverage if needed, serve as liaison to vendors.
- Serve as coordinator of day-of and after-event logistics.
- Ensure that a de-brief of the event is scheduled and occurs.
- Track and provide an evaluation report on the event.
• Coordinate/supervise the donation table and “swag” table at performances and events.
Administrative Support (approximately 25% of the position)
• Maintain inventory of office supplies and monitor equipment maintenance.
• Answer phones, check voicemail, pick up and sort mail, take outgoing mail to post office/FedEx, make bank deposits.
• Deliver mail and other materials to collaborators, donors, vendors, board, and ensemble when needed.
• Mail or deliver selected grant proposals when needed.
• Manage some correspondence and scheduling for the Producing Artistic Director.
• Schedule Board meetings, send out Board meeting reminders and materials, distribute minutes. Attend approximately two board meetings per year, usually on Sundays. Arrange for food, beverage and technical needs.
• Provide other administrative duties as assigned.
Program Support (15% of the position, peaks at 20 hours/week during performance weeks)
• Maintain order and readiness of office, theater, and rehearsal spaces used by staff, ensemble of 30 teens, tutoring program, and miscellaneous guest artists; stock kitchen (year round).
• Run box office on performance nights (25-35 performances per year).
• Troubleshoot seating problems with patrons, late arriving guests.
• Assist with front-of-house for performances (includes mopping, vacuuming, cleaning, setup, etc.).
• Order and set up meals for ensemble and production team on performance nights.
• Run errands for rehearsal and performance supplies.
• Provide research support to Youth Development program.
• Assist Associate Director with logistics, setup, and hosting of program special events.
Marketing & Communications (approximately 10% of the position)
• Assist with promotion for APTP performances (mail, email, posters, and social media).
• Order supplies as needed.
• Distribute promotional posters, postcards, and other materials personally, or coordinate volunteers to do so.
• Coordinate distribution of press releases via mail and email.
• Assist with group sales for each production:
• Conduct research to identify possible groups.
• Promote group sales opportunities by telephone, email, mail.
• Take and process group sales orders.
• Serve as host for groups at performances, greeting them, showing them to seats, and troubleshooting.
Mandatory Job Qualifications
Requirements & Experience
• Bachelor’s degree.
• Minimum 4 years of previous experience fundraising from individuals and special events coordination required.
• Previous experience working with fundraising software or similar relationship management database required.
• Previous experience managing interns and/or volunteers helpful.
• Outstanding verbal and written communication skills.
• Organized and detailed oriented.
• Ability to plan, prioritize, and coordinate multiple responsibilities.
• Exceptional proofreading skills.
• Strong computer skills.
• Interest in and comfort level around people of varying ethnic and class backgrounds.
• Ability to accommodate a changing schedule, including a significant number of nights and weekends.
• A current drivers license and clean driving record are a must; having your own car is a major plus.