VIP Concierge Development Coordinator

Job Description

Job Description

Position Description: MISSION:

The mission of the Tobin Center for the Performing Arts, a non-profit arts organization, is to serve as San Antonio’s cultural arts center, driving meaningful change in the community through the arts by providing world class entertainment in state-of-the-art facilities, supporting the work of local performing arts organizations, and ensuring inclusive and accessible arts education and outreach programs to San Antonio’s diverse population.
To fulfill its mission, The Tobin Center established Tobin Entertainment LLC to generate additional financial support for Tobin Center programs and ensure quality arts entertainment is available to the public in performing arts centers and other venues throughout the United States.
DESCRIPTION:
Situated along the banks of the San Antonio River in the heart of the city, the Tobin Center for the Performing Arts transformed arts in San Antonio. Its stunning architecture, creative interior design and lighting, exceptional acoustics, and blockbuster talent from around the world attracts widely diverse audiences from San Antonio and the region.
The remarkable flexibility of the 1,750 seat H-E-B Performance Hall, with its distinctive “flat-floor” capability, opens the door for performances and events of almost any sort. The acoustics can be “tuned” to fit the performance and the physical set-up of the performance hall; and the sound insulation throughout The Tobin Center enables simultaneous use of the Performance Hall, the Studio Theater, and the River Walk Plaza.
Audiences can see and hear performers and performances of every kind at the Tobin Center for the Performing Arts.
The Tobin Center includes three venues:
•\tThe H-E-B Performance Hall is a 1,750-seat performance space with excellent sound capabilities, adjustable for both acoustic and amplified musical presentations. The main floor converts from traditional theater seating to a flat-floor concept capable of seating more than 600 for banquet or cabaret style events or up to 1,050 for a general admission standing-room event.
•\tThe Carlos Alvarez Studio Theater is a 300-seat studio theater with numerous flexible-seating options and arrangements.
•\tThe Will Naylor Smith River Walk Plaza is an exterior venue along San Antonio’s River Walk that is ideal for films, concerts, and events. The plaza can accommodate seating for 600 people and includes a state-of-the-art 32-foot video wall.
TOBIN ENTERTAINMENT LLC:
Tobin Entertainment LLC., the off-site tour and promotion division of the Tobin Center for the Performing Arts, was created to generate additional financial support to drive meaningful change in San Antonio through Resident Companies, Generation Next, and diverse community outreach.
Tobin Entertainment partners with performing arts centers and other venues all over the United States to bring quality entertainment to the public. Tobin Entertainment LLC currently operates in 70 cities in 29 states nationally.
Position Summary
Working collaboratively with the development team, the VIP Concierge & Development Coordinator serves as the main point of contact for VIP ticketing and parking needs; provides support for all development initiatives; takes the lead in processing donations, pledges, and memberships; runs requested reports from Tobin database; coordinates and tracks Charlie’s Seats distribution; creates mailing lists; creates and mails acknowledgements; and responds to all requests for nonprofit ticket donations.
The candidate must have excellent organizational skills and proficiency in CRM database operations. The VIP Concierge & Development Coordinator reports to the Director of Grants and Database Operations.
Essential Duties and Responsibilities
VIP Concierge Services
•\tServes as the point of contact for VIP concierge services, responds to questions and provides excellent frontline service. VIPs include box holders, Board of Directors, and $2,500+ members.
•\tManages VIP benefits.
•\tManages distribution of CEO and VP of Development performance tickets.
•\tNotes pertinent donor data and research information in Tobin database.
•\tTracks VIP and donor records, noting interactions and donor preferences in Tobin database.
•\tMaintains and monitors Moves Management plan and assists with related efforts.
•\tCoordinates with other departments (Box Office, Marketing, and Catering) to ensure clear allocation of responsibilities, management of deadlines, and task completion as related to VIPs.
Donor Database
•\tBuilds and updates gifts, benefits, and membership program in the database.
•\tProcesses gifts including cash, pledges, and grants.
•\tOversees database management: gift entry, records management, donor recognition, and donor prospects.
•\tMaintains donor records in The Tobin Center database including, but not limited to: donor interaction, pertinent donor data, and research information.
•\tRuns detailed membership reports weekly or as needed.
•\tWorks with accounting to reconcile reports.
•\tProvides Board of Directors statements with guidance from VP of Development.
•\tUses database records to prepare mailing lists for e-communications, stewardship mailings and solicitations.
•\tUpdates MailChimp mailing lists with corrections and new member and donor contact information.
•\tPrepares monthly renewal pledge reminders and letters for major gifts, memberships, corporate and termed box holders.
•\tPrepares and mails tax letters annually.
•\tPrepares and mails acknowledgment correspondence for members, VIPs and donors.
•\tMails donor acquisition correspondence.
•\tEnsures that all donations are being acknowledged by the Development team according to the current gift acknowledgment policy.
Other
•\tArranges for disbursement of complimentary tickets to under-resourced school groups, nonprofit organizations and individuals (Charlie’s Seats), and keeps detailed records.
•\tAssists with execution of fundraising and donor-related special events, including seating assignments for the Annual Benefit Concert.
•\tParticipates in weekly meetings including Development team meeting and others as requested.
•\tAttends evening and weekend events as needed.
•\tPrepares prospect research.
Qualifications
The requirements listed below represent the knowledge and skills required for this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
•\tBachelor's degree and experience with a CRM database.
•\tAt least two years of customer service experience.
•\tInnovative, creative thinker who is a team player.
Competency
To perform the job successfully, an individual should demonstrate the following competencies:
•\tCustomer Focus - Incumbent’s interaction with internal and external constituents requires an ability to anticipate and meet needs quickly and accurately. Outstanding customer service, both in person and on the phone, is essential. The ability to work under pressure and with frequent interruptions is critical. Ability to manage difficult and/or emotional customer situations and resolving customer issues quickly and thoughtfully to ensure the highest level of customer service and satisfaction.
•\tRepresentation of The Tobin Center – Contributes to and promotes a positive image of The Tobin Center throughout all areas of responsibility.
•\tJob Knowledge – Understands the duties, methods and procedures required by the job. An understanding of donor-centered relationship building is essential.
•\tConfidentiality – Independent judgment and initiative must be frequently exercised. Because of the nature of the interaction and transactions, a high level of discretion is required concerning donor information.
•\tTeamwork – Ability to interact and develop relationships with co-workers; give and receive constructive input; contribute ideas and viewpoints; adapt to changing circumstances and expectations; understand and remedy interpersonal conflicts.
•\tCommunication – Commitment to employing and promoting effective written/verbal communications with staff, patrons, and external constituents.
•\tManagement of Resources – Ability to use time, money, technology and people efficiently and effectively. Makes suggestions to improve the resources that pertain to incumbent job responsibilities.
•\tTechnical Knowledge – Ability to demonstrate the specific skills required for fulfilling the essential duties and responsibilities of the position, using Microsoft Office, Tobin Center database and tools that are necessary to accomplish work.
•\tDependability & Time Management – Ability to multi-task and meet multiple deadlines in a timely fashion. Attendance & punctuality fall within standards. Takes responsibility for actions and accepts responsibility for mistakes. Follows through on assignments despite setbacks, shifting priorities when necessary.
•\tInitiative – Demonstrates willingness to increase job knowledge and improve performance.
Work Environment and Physical / Mental Activities, Requirements and Demands commonly associated with the performance and functions of this position.
•\tClimate controlled office environment; Minimal exposure to inclement weather. Regular work hours that can include evenings and weekends. Exposure to computer screens.
•\tAbility to operate assigned office equipment and to adhere to all safety guidelines.
•\tStanding, walking, sitting for prolonged periods of time; reaching, stooping, bending, kneeling, navigating stairs, hand and finger dexterity, clear speech, hearing / listening.
•\tClarity of vision with the ability to bring objects into sharp focus; color perception.
•\tIntense concentration over extended periods of time that can include frequent interruptions for questions and advice. Stress associated with competing priorities and time deadlines is occasionally an element of this position which must be recognized and successfully managed.
•\tAbility to lift up to 30 pounds.
•\tAbility to maintain confidentiality and discretion.
Machines, Tools, Equipment and Work Aids: Representative but not all inclusive of those commonly associated with this position are computer, printer, copier, and telephone.
Communication:
An Application for Employment must be filled out in order to be considered for employment. The Tobin Center Application may be found at under the Employment tab. Please send an availability schedule and resume in addition to your application.