Operations coordinator Jobs in Bellevue, WA

Development Operations Coordinator

Seattle Rep is seeking a reliable and self-motivated Development Operations Coordinator to join our fundraising team. This role supports the back-end operations of the Development Department, which is responsible for raising over $8 million annually in contributed revenue. This position supports timely gift processing and reconciliation, maintains accurate donor data, produces donor acknowledgment letters, and supports administrative needs such as large in-house mailings and donor events. This hybrid role requires at least two in-office days per week, with additional availability during critical periods of the theater's calendar, including late December, late June, the weeks surrounding the annual gala, and season launches.

The Development Operations Coordinator will support the success of our fundraising campaigns and appeals through all phases, from cultivation, solicitation, processing of contributions, and donor stewardship. This position requires a thoughtful and organized team player with computer proficiency, keen attention to detail, ability to juggle multiple deadlines, and clear communication skills.

Typical duties include:

• 60% Gift Coding and Processing
• Process and record all incoming contributions (mail, web, etc.) in Tessitura
• Serves as primary donor support contact, resolving giving and processing inquiries via phone and email
• Generate monthly and annual reconciliation reports for Finance while troubleshooting discrepancies
• Compile reports and documentation for annual audit and tax return preparation
• Manage coding for invoices, receipts, and monthly credit card statements
• Monitor the Gift Coding and Donations Inbox; respond to Gift Officer requests and donor processing needs
• Assist with tracking outstanding pledges and provide regular status updates to Gift Officers
• Provide administrative and processing support for large-scale fundraising events including Gala pre-fundraising booking, registration, live gift processing (Raffle, Auction, and Raise the Paddle) with Business Operations Team, and Pledge Reconciliation
• Provide in-person gift coding support for Annual Fund initiatives like Giving Tuesday and GiveBIG
• Assist with subscription gift coding and process during spring renewal season
• 20% Execute Timely Donor Acknowledgments/Receipting and In-House Mailing
• Generate and distribute mass and customized acknowledgment letters/emails within 5-7 business days
• Tailor acknowledgments for individual and institutional donors based on campaign or appeal needs (including Gala Receipts)
• Produce cumulative giving letters upon request
• Prepare in-house mailings for Major Gifts and Annual Fund campaigns (EOCY/EOFY), including merge, edit, print, assembly, and distribution
• 10% Provide Admin/Event Support
• Take and distribute notes and action items for Development Team meetings
• Manage Development supplies (greeting cards, stationary, and event materials)
• Support donor research and data entry, including portfolio sweeps for Giving Tuesday, Gala, GiveBIG and cultivation events
• Assist with donor events, tabling, receptions, and meetings as needed
• 5% Database Management
• Follow and update SOP documentation for transaction processing, reconciliation, and database operations
• Identify and merge duplicate donor records; update donor contact details and payment information
• Update third-party login information and annual registration waivers
• Monitor auto-generated Tessitura Reports and flag errors
• Maintain accurate gift record-keeping, including donor designations and restrictions
• Other: Serve as an essential contributor to Seattle Rep's culture and success
• Add constructively to the collaborative and collegial health of the organization
• Add actively and constructively to the equity, diversity and inclusion work of the organization, including attending all-staff training sessions
• Engage with and strive to embody Seattle Rep's mission, vision, and values in all aspects of work
• Help create a culture of philanthropy among staff, Board members, and donors

Minimum Qualifications:

• Commitment to cultivating an equitable, diverse, and inclusive workplace via decisive action including consistently seeking out opportunities for self and community improvement in the areas of racial equity, accessibility, gender inclusivity, and cultural sensitivity.
• A minimum of two years of supporting similar administrative experience, preferably in a development or finance role at a not-for-profit or arts organization
• Experience with Tessitura or other comparable CRM systems/databases
• Ability to organize work, set appropriate priorities while working on multiple projects, and meet deadlines
• Very strong attention to detail
• Effective oral and written communication skills
• Good interpersonal skills and comfort interacting with donors, trustees, and other stakeholders
• Ability to manage confidential information with discretion
• Ability to work both independently and collaboratively with a team in a fast-paced yet collegial environment
• Proficiency in Microsoft Office (Word, Outlook, Excel, Teams) with the ability to learn new software and systems quickly
• An ability to work some flexible hours as necessary (typically for donor events, and with advance notice)
• This hybrid role requires at least three in-office days per week, with additional availability during critical periods of the theater's calendar, including late December, late June, the weeks surrounding the annual gala, and season launches
• Experience performing similar bodies of work in a not-for-profit organization

Desired Qualifications:

• 3+ year of administrative experience, preferably in a development or finance role at a not-for-profit or arts organization
• 1+ year of experience with Tessitura or other comparable CRM systems/databases
• Great Customer Service experience especially over the phone and email
• Interest in developing greater fluency with database management, financial operations, and data analysis/visualization.
• An appreciation for professional live theater
• Bachelor's degree or equivalent

Seattle Rep is excited about and actively working towards becoming a more diverse, anti-racist organization. We are interested in attracting, developing, and advancing the most talented individuals regardless of their race, sexual orientation, religion, age, gender, disability status or any other dimension of diversity. We strongly encourage people of color, women, LGBTQIA+, veterans, individuals with disabilities, and others from marginalized or underrepresented groups to apply.

Every candidate brings something special to the table. If your experience and skills don't perfectly align with the job qualifications but you are excited about the role, feel your values align well with the Rep, and are willing to strive for excellence in your work, please apply. We will train the right candidate.

To be considered:

1. Submit a resume detailing related experience and education
2. Submit a cover letter that outlines how you qualify for the position and illustrates why you are interested in working at Seattle Rep.

Applications will be reviewed once the position has closed.