Department:                 Development

Last Revision:               July 2019

FLSA Status:                  Exempt

The Role

The Database Manager maintains and manages American Ballet Theatre’s Development database system on Raiser’s Edge. This position also helps staff best utilize the database in support of department-wide goals and functions. The Database Manager’s primary responsibilities include, but are not restricted to: the maintenance, management and integrity of the database; developing new functionality and business rules to enhance the use of the donor data; large data imports; the production of all financial reporting for the Development department; oversight of the processing of gifts and creation of donor lists; and, training new Raiser’s Edge users.

Specific Responsibilities:

Database Maintenance, Management, & Integrity

• Oversee all aspects of the Raiser’s Edge database for overall credibility and maintenance.
• Assess, document, and supervise gift entry and cash handling processes.
• Import bulk external data using Import-O-Matic including patron, donor, and education lists.
• Create Import-O-Matic templates and write custom Crystal Reports as necessary.
• Create advanced queries and exports related to all fundraising activities including membership, direct mail appeals, event invitations, telefunding campaigns, and pull major data lists (telefunding, telemarketing, Playbill, etc.).
• Serve on a cross-departmental team that will recommend technical solutions for a new, integrated CRM system. The Database Manager, along with this team, will lead the subsequent system implementation that will unify all ABT departments and recommend and implement related internal procedures to improve efficiency in this realm.
• Direct and manage the Membership Associate regarding data entry and proofreading of donor Playbill
• Develop and update training information for database operations.
• Train all Development staff and lead monthly RE user group meetings to create an ABT Data Dictionary and data protocols.

Financial Reporting

• Establish Development fiscal year coding to communicate with Finance’s accounting structure.
• Post all gifts to Financial Edge.
• Produce weekly and monthly reports on Development income, as well as other ad hoc reports and analysis.
• Reconcile monthly contributed income with the Finance department.
• Assist Finance with annual audit.

Other Responsibilities

• Process and batch gifts and online transactions when necessary.
• Participate in Special Events as a representative of the Development team, as necessary.
• Fulfill other tasks assigned by the Director of Membership.

Qualifications

The ideal candidate should meet the following criteria:

• Bachelor’s degree.
• Three to five years of professional database experience.
• Expertise in Raiser’s Edge or similar donor database.
• Proficiency in Microsoft Word and Excel.
• Working knowledge of Crystal Reports and Import-O-Matic, preferred.
• Highly developed understanding of database operations; expertise in queries, importing/exporting and reporting functions.
• Problem-solver and strategic thinker with the ability to organize, streamline, and implement processes and procedures.
• Excellent interpersonal skills and an exceptional capacity for detail.
• Ability to organize and prioritize multiple tasks to meet assigned deadlines.
• Ability to work collegially across departments and across the organization.
• Ability to work in a fast-paced environment.
• Energetic, proactive, optimistic, collaborative, “roll-up-your-sleeves” approach to work.
• Knowledge of general fundraising principles, including the solicitation of corporate, foundation, and government grants.

Primary Reporting Responsibility: Director of Membership

To Apply: Interested candidates should send a cover letter and resume to [email protected] with “Database Manager” in the subject line. No phone calls or recruiters, please. We apologize in advance that we can only contact those candidates moving forward in the search.

American Ballet Theatre offers medical, dental, disability, and retirement plan coverage. Our staff also enjoys generous vacation, sick leave and personal days, access to ABT performances and events, and a stimulating and collegial work environment.

American Ballet Theatre is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We are committed to recruiting, hiring, training and promoting qualified people of all backgrounds, and make all employment decisions without regard to any protected status.

Disclaimer

The job description above is intended to set forth the general nature of the work that will be expected of the person who takes on this role. The job description is not, however, meant to be construed as an exhaustive list of all the duties and responsibilities required for this role.  From time to time, all personnel may be required to perform duties outside their normal responsibilities as needed.

Department: Finance

Last Revision Date: June 2019

FLSA Status: Non-Exempt

The Role

Primary Responsibilities:

• Process tuition payments using Net Community and Blackbaud Merchant Services for over 1,500 students in the Summer Intensive programs and roughly 400 students in the JKO School
• Prepare tuition payment and outstanding tuition reports on Blackbaud’s Education Edge system
• Allocate tuition income to appropriate account, project, and fiscal year
• Reconcile tuition accounts at the end of each term
• Interact with parents on tuition payment schedules and other payment-related questions
• Compile weekly schedules and calculate Summer Intensive timesheets
• Work with Education program managers to ensure accuracy of payroll and communicate with Education staff members on their payroll questions
• Maintain balance sheet schedules including accounts receivable, prepaid expenses, accrued expenses, fixed assets, and deferred income
• Reconcile bank accounts and prepare monthly bank reconciliations
• Support colleagues on the Finance team as necessary to complete departmental tasks
• Perform other duties as requested

To Apply: Interested candidates should send a cover letter and resume to [email protected] with “Bursar and Finance Assistant” in the subject line. No phone calls or recruiters, please. We apologize in advance that we can only contact those candidates moving forward in the search.

Department: Development

Last Revision Date: May 2019

FLSA Status: Non-Exempt

The Role

Primary Responsibilities:

To Apply: Interested candidates should send a cover letter and resume to [email protected] with “Development Assistant” in the subject line. No phone calls or recruiters, please. We apologize in advance that we can only contact those candidates moving forward in the search.

Department: Development/Membership

Last Revision Date: April 10, 2017

FLSA Status: Exempt

The Role

ABT seeks part-time representatives to work with our telefundraising vendor for American Ballet Theatre’s fundraising campaign. We’re looking for reliable, articulate representatives to generate support for ABT’s membership programs.

Applicants must be able to work a minimum of 20 hours per week. Evening and weekend shifts are available. We offer flexible scheduling, a friendly work environment, and the opportunity to help support America’s National Ballet Company®. You’ll earn an hourly base pay plus commission.

Position Qualifications:

• Telephone skills and basic computer skills are necessary.
• Sales or fundraising experience
• Knowledge of classical ballet, and/or appreciation for the arts is a plus

To Apply: Please call 929.358.7002 and leave a message with your name, phone number and why you think you’d be great at the job.

Executive Office Intern

Executive Office

General Description: This position is responsible for assisting the Executive Assistant to the Executive Director. This intern will be exposed to all facets of the organization through this unique internship and have the opportunity to collaborate with many departments.

Tasks may include:

• Organizing and preparing research for internal and external meetings
• Planning and coordinating staff events and large meetings
• Assisting with managing event invitations and RSVPs
• Assisting with VIP hospitality for performance seasons
  • Liaising with various departments to ensure smooth guest experience
  • Assisting with greeting ED’s VIP guests at events and performances
• Assisting the Executive Assistant with managing administrative tasks for the Executive Office
  • Managing calendars and arranging meetings
  • Making travel arrangements and restaurant reservations o Organizing contact information/details
  • Ordering office supplies
• Completing expense reports
• Maintaining databases and filing systems
• Other duties as assigned by Executive Director and Executive Assistant

Position Qualifications: 

You must be eager to work in a fast-paced environment, handle confidential information with exceptional care and discretion, have excellent interpersonal skills and a can-do attitude. This candidate must be flexible, very organized, and detail-oriented. You must be able to adapt to an ever-changing environment, work under pressure, meet deadlines, and be solution-oriented. The ideal candidate is sunny, positive and has a sense of humor!

Computer Literacy is a must, including proficiency in Microsoft Word, PowerPoint and Excel.

Primary Reporting Responsibility: Executive Assistant

Finance Intern

Finance

General Description: This position is primarily responsible for assisting in the Finance Department

• Assist with bank reconciliations
• Analyze balance sheet schedules
• Assist with journal entry preparation
• Assist with the preparation of files needed for state tax returns
• Assist the bursar with recordkeeping for school tuition and scholarships
• Process manual credit card payments
• Assist the Senior Director of Finance on any other reports as requested
• Help with day-to-day tasks and other financial duties as assigned

Position Qualifications:
Must have excellent writing and communication skills. Must be attentive to detail, have ability to meet strict deadlines, and be a self-starter. Proficiency in Microsoft Word and Excel. Knowledge of dance and performing arts are helpful.

Primary Reporting Responsibility:Senior Director of Finance

Secondary Reporting Responsibility: TBD

Marketing Internship

Marketing

General Description: This position is primarily responsible for assisting in Social Media and Box Office Strategy in the Marketing Department

• Drafts social media content
• Contributes ideas to the social media content calendar
• Develops reports on social media analytics
• Researches brand partnership opportunities
• Assembles and analyzes box offices sales reports to help prepare marketing strategies and objectives
• Organizes marketing reports and archival documents
• Researches competitive landscape by identifying and evaluating pricing and marketing best practices in Ballet and other comparable industries
• Maintains research databases
• Assists in monitoring season earned revenue budgets by comparing and analyzing actual results with projects and goals
• Participates in creation of a dynamic pricing algorithm for season performances at Met Opera House and Koch Theatre
• Help with day-to-day tasks and other Marketing duties as assigned

Position Qualifications:

Must have excellent writing and communication skills.  Must be attentive to detail, have ability to meet strict deadlines, and be a self-starter.  This position is available to students in at least their Junior-level year of Undergraduate Studies and Graduate-level students.  Proficiency in Microsoft Word, Excel, and PowerPoint. Knowledge of dance and performing arts preferred.

Primary Reporting Responsibility:                         Marketing Manager, Box Office Strategy and CRM

Secondary Reporting Responsibility:                     Assistant Manager, Digital Marketing

Education & Training Internship

Education & Training

General Description: This position is responsible for assisting the entire Department of Education and Training.

• Assist Associate Director of Education and Training in the organization and execution of ABT’s outreach programs
• Assist in the preparation of Fall Young People’s Ballet Workshop program
• Manage dance shoe inventory and sales for students
• Assist with the maintenance of Educational Outreach database
• Organize schedules and general communication between patrons
• Assist in archival of department audio and video
• Oversee and maintain department filing
• Help with day-to-day tasks such as copying and assembling materials
• Other duties as assigned

Position Qualifications:

Must have excellent interpersonal skills and work well with children.  Must be attentive to detail, have ability to meet strict deadlines, and be a self-starter.  A strong dance background is recommended, as well as an interest in the Administrative aspects of Family Programming.

Computer literacy is a must, including proficiency in Microsoft Word and Excel.  Knowledge of dance and performing arts is a requirement.

Must be able to commit to a schedule of 2-3 days a week.  Academic credit can be arranged.

Primary Reporting Responsibility:             Associate Director of Education and Training

ABT JKO School Studio Management Internship

Education & Training

General Description: The ABT JKO School Children’s Division is a ballet program for children ages 3-12 that promotes discipline and creativity while encouraging each child to reach his or her highest potential. Classes focus on building a solid foundation in ballet technique with an emphasis on proper placement and safe progressions of movement while remaining sensitive to the developmental needs of younger dancers.

Children’s Division Studio Management Interns are primarily placed in Pre-Primary and Primary Level classes to assist faculty, however, additional classes may be assigned as needed.  The position primarily reports to the Director of Children’s Division and the Coordinator of the ABT JKO School.

This position is primarily responsible for the following:

• Taking attendance;
• Demonstrating classroom exercises;
• Keeping order in the classroom;
• Assisting in taking students to and from their classes, as well as in the transition between classes, at the ABT JKO School;
• Assisting at Children’s Division performances and demonstrations, dates to be provided;
• Supporting the ABT JKO School administrative staff in the management of studio space & equipment (i.e. ballet barres, pianos, A/V equipment);
• Substitute teaching as necessary when full-time faculty is unavailable (at the discretion of the Children’s Division Director and Artistic Director of the ABT JKO School); and
• Creating records that track attendance and behavior and facilitating communication between artistic faculty and the ABT JKO School Administrative Staff.
• Assisting the ABT JKO School administrative staff as needed:

Interns may be nominated for a scholarship to attend a National Training Curriculum Teacher Training Intensive or “Raising the Barre” Weekend Workshop to further their education and development in the classroom upon successful completion of the internship.

Position Qualifications:

Must have excellent interpersonal skills and work well with children.  Ideal candidate is interested in teaching ballet and the key elements of the ABT National Training Curriculum, and is currently enrolled in a Dance Education or Pre-Professional training program in the tri-state area.

Applicants who are interested must be able to commit to three to five days per week for the entire academic year (September through May).  Most Children’s Division classes are in the afternoon/evening hours (4:00-8:00 PM).  Saturday mornings are also preferred  Academic credit can be arranged.

Primary Reporting Responsibility:      ABT JKO School Children’s Division Director

National Training Curriculum Internship

Education & Training

General Description: This position is primarily responsible for assisting the National Training Curriculum Manager in organizing ABT’s National Training Curriculum (NTC) Teacher Training Sessions, and assisting the Affiliate Exam Coordinator with Affiliate Examinations.

• Help organize details related to upcoming teacher trainings and examinations
• Attend and assist in the teacher trainings
• Help manage NTC boutique sales
• Research and update mailing lists for marketing
• Oversee and maintain department filing
• Help with day-to-day tasks such as copying and assembling materials
• Assist National Training Curriculum Manager and Affiliate Exam Coordinator as needed
• Other duties as assigned

Position Qualifications:

Must have excellent interpersonal skills.  Must be organized, have attention to detail, have ability to meet strict deadlines, and be a self-starter.  A strong dance background is a must, as well as an interest in the Administrative aspects of running a training program.

Must be at least a sophomore in college. Computer literacy is a must, including proficiency in Microsoft Word and Excel.  Knowledge of dance and performing arts is a requirement.

Must be able to commit to a schedule of 2-3 days a week.  Academic credit can be arranged.

Primary Reporting Responsibility: Director of Training Programs

Institutional Support Intern

Development

General Description: This position is primarily responsible for assisting the Institutional Support division within Development.

• Assist Associate Director of Institutional Support and Institutional Support Coordinator in preparing foundation and government proposals for funding
• Assist in drafting reports to funders and donor acknowledgement letters
• Assist in preparing Institutional Support mailings
• Help organize and maintain accurate records in Raiser’s Edge and Playbill
• Assist in researching prospective funding opportunities
• Assist in benefit fulfillment for corporate sponsors
• Help with day-to-day tasks such as copying and assembling materials
• Assist in maintaining department filing
• Support Development Department-wide activities, including special events, as needed
• Other duties as assigned

Position Qualifications:

Must have excellent writing and communication skills.  Must be attentive to detail, have ability to meet strict deadlines, and be a self-starter.  Must be at least a sophomore in college at time of application and available for a minimum of 15 hours per week. Computer literacy is a must, including proficiency in Microsoft Word, Excel, and PowerPoint.  Familiarity with Raiser’s Edge a plus.  Knowledge of dance and performing arts preferred.

Primary Reporting Responsibility:                   Associate Director, Institutional Support and Special Campaigns

Leadership Gifts Internship

Development

General Description: This position will primarily involve using various research tools to create profiles on wealthy individuals some of whom are current ABT donors and many of whom have no affiliation. Integral to the research is the creation of Excel spreadsheets or word documents that would best present the content. In addition, the intern will help with the preparations for Board Committee Meetings.

• Primarily work with Chief Philanthropy Officer, and Director, Leadership Gifts
• Help to support research projects from the Major Gifts Team, Institutional Support and Special Campaigns, and Membership Team
• Help to customize Annual Campaign and Special Campaign reports for internal and external presentations
• Help with compiling materials for distribution at various Board Committee Meetings
• Access to WealthX and Raiser’s Edge, ABT’s Donor Database
• Research and create data base for notable Capital/Endowment Campaigns undertaken by major cultural and educational institutions in key cities

Position Qualifications:

This position is available to students in at least their Junior-level year of Undergraduate Studies and Graduate-level students. Students must be available for a minimum of 15 hours per week. Proficiency in Microsoft programs including Excel, and familiarity with databases preferred. This internship blends creative thinking with a disciplined approach to building a user-friendly prospect data base. Strong organizational skills, detail driven personality.

Primary Reporting Responsibility: Director, Leadership Gifts

Secondary Reporting Responsibility: Chief Philanthropy Officer

Major Gifts Internship

Development

General Description: This position is primarily responsible for assisting the Major Gifts Team within the Development Department.

• Assist Associate Directors of Major Gifts and Major Gifts Associate with administrative duties and projects
• Conduct in-depth online research of high net-worth 2018 Fall Season single-ticket buyers for cultivation and addition into ABT’s Major Donor portfolio
• Assist in managing portfolio of current and prospective donors, including the organization and maintenance of accurate records for files, Raisers Edge, and Playbill
• Support Major Gifts and Development Department-wide activities and special events in conjunction with ABT’s annual seasons at either the Metropolitan Opera House or David H. Koch Theatre on a select basis as needed
• Assist in processing gifts and drafting acknowledgement letters
• Assist in processing donor ticketing
• Assist in creating and processing mailings
• Help with day-to-day tasks such as copying and assembling materials
• Other duties as assigned

Position Qualifications:

• College student or recent graduate (Bachelor’s degree preferred)
• Knowledge of and interest in ballet and the performing arts desired
• Enthusiastic and self-motivated team player
• Strong time management and organizational skills
• Exceptionally attentive to detail with refined communication skills, the ability to interact with a range of personality types, and the necessary poise when interacting with high net-worth constituents.
• Computer literacy is a must, including proficiency in Microsoft Word and Excel. Familiarity with fundraising database systems, such as Raisers Edge, a plus.

Must be able to commit to a schedule of 2-3 days a week. Academic credit can be arranged.  Internship may be extended for additional months.

Primary Reporting Responsibility: Major Gifts Associate

Secondary Reporting Responsibility: Associate Director of Major Gifts

Membership Intern

Development

General Description: This position is primarily responsible for assisting with all facets of the Membership Department operations, and participates in all department fundraising events and activities.

• Work with Membership Assistant and Coordinator to collaborate on new ways to steward donors, generate acknowledgement letters, and update membership records accordingly.
  • Work with Assistant Manager of Special Events to assist with logistics of member events including studio visits, receptions, and special lectures.
• Work with Database Manager to maintain integrity of database and analyze and edit data to ensure accuracy.
• Work with Membership Coordinator on various ways to target specific donor groups and ensure effective workflow within the department.
• Supports Membership Associate with member subscriptions and ticketing; preparing, proofing, and customizing orders, data entry, database tracking, mailings, managing and reconciling expenses, and donor confirmations.
• Help clean and maintain Raisers’ Edge, our Donor Database.

Position Qualifications:

This position is available to students in at least their Junior-level year of Undergraduate Studies and Graduate-level students.  Students must be available for a minimum of 15 hours per week. Proficiency in Microsoft programs including Excel, and familiarity with databases preferred but not required. This internship will provide a great opportunity to experience how a Membership and Development Department runs in a successful non-profit organization. Students seeking academic credit are encouraged to apply.

Primary Reporting Responsibility:             Director of Membership

Secondary Reporting Responsibility:         Membership Coordinator and Membership Assistant

Patron Services Internship

Development

General Description: This position is responsible for assisting the Assistant Manager, Patron Services in stewarding members of Golden Circle, Majors, and Board of Trustees. General duties include:

• Assisting with ticket orders for ABT’s Spring and Fall New York Seasons
• Helps organize and plan donor trips while ABT is on tour both domestically and internationally
• Monitors and maintains various schedules and calendars
• Supports the scheduling of backstage tours, meet and greets, and class viewings
• Aides with planning dinners while ABT is in Season for cultivation events and benefit fulfillments
• Maintains accurate information in database involving ticketing and Playbill recognition
• Assists with the editing and monitoring of all ABT Playbill’s and donor crediting across multiple pieces of literature and publication
• Supports staff with other assigned duties

Position Qualifications:

The ideal candidate has enthusiastic energy, a keen attention to detail, is highly organized and self-sufficient. Excellent verbal and written communication skills are required. Must have stellar interpersonal/customer service skills, the ability to meet strict deadlines, as well as multitask.

Must be at least a sophomore in college. Computer literacy is a must, including proficiency in Microsoft Word and Excel. Experience with Raiser’s Edge or a fundraising database is a plus.

Availability to commit to a schedule of 4-5 days per week. Additional nights and weekends outside of regular office hours may be required to assist with staffing cultivation events. Academic credit can be arranged.

Primary Reporting Responsibility: Patron Services Coordinator

Special Events Internship

Development

General Description: This position is responsible for supporting the Special Events Department in all areas of event planning

• Assist with mailings such as invitations, photos, acknowledgement letters, etc.
• Format and edit mailing labels, envelopes, invitation lists, etc.
• Maintain inventory of supplies (letterhead, brochures, invitations, stamps, seating charts) for Events department; responsible for ordering new materials as required
• Manage distribution of departmental mail; update contact information for returned mail
• Coordinate all departmental filing
• Assist in designing all in-house event materials such as place cards or event signage
• Draft event descriptions for ABT website and update all events web pages
• Prospect research as assigned
• Produce Special Events acknowledgement letters
• Track RSVPs for events
• Serve as contact for patron event inquiries
• Staff all special events
• Other duties as assigned

Position Qualifications:

Must be extremely organized, attentive to detail, and able to work on multiple projects and meet strict deadlines.  Must have excellent telephone manner and interpersonal skills.  Must have strong interest in non-profit industry; knowledge of dance and /or the performing arts preferred.  Proficiency in Microsoft Word and Excel required. Experience with Photoshop and Raisers Edge highly desired.

Primary Reporting Responsibility: Manager of Special Events