POSITION SUMMARY
PHAME Academy seeks a detail-oriented, organized, and reliable Development & Project Coordinator to join our office team! This position plays an essential role on our fundraising team, supporting the Development Director and Executive Director with database data entry, donor stewardship, schedule management, and administrative tasks. In addition to development work, this position provides hands-on project support to the Executive Director for a large-scale construction project creating a new home for PHAME, opening in 2025.
The ideal candidate is a skilled multi-tasker with at least two years of experience in development, administrative work, or project coordination, and will demonstrate a commitment to supporting individuals with intellectual and developmental disabilities.
This position is full time (PHAME observes a 36-hour work week) and works at least three days a week in person at our office in NE Portland near Lloyd Center. This position is eligible to receive generous paid time off, paid holidays, and 100% employer-paid medical and dental insurance. Come join our team of creative, kind, and dedicated staff! We can’t wait to hear from you.
POSITION DETAILS
Position type: Full time
Reports to: Executive Director & Development Director
Exempt status: Non-Exempt
Work schedule: 36 hours a week, falling within a Monday through Friday, 8:00 AM–6 PM schedule. Occasional evenings and weekends for events.
Pay rate: $20.75 per hour
Benefits:
Paid time off: This position will accrue paid time off at the rate of 9 hours per month. Time may be used after completion of 60-day probationary period.
Holiday pay: PHAME observes 10+ annual holidays
Health insurance: This position is eligible to receive 100% employer-paid medical and dental insurance. Eligibility begins the first day of the month following completion of 60-day probationary period.
MAJOR DUTIES & RESPONSIBILITIES
Development:
Supports the Development and Executive Directors in all fundraising operations.
Donor/Annual Fund/Capital Campaign Support (40% time)
Supports donor database (Neon CRM) utilization with accurate data entry, de-duping of accounts, generating reports and list cleaning, etc.
Processes incoming gifts in Neon; produces and sends donor acknowledgment letters on a weekly basis.
Updates and maintains moves management activities in Neon.
Assists the Development Director and Executive Director in scheduling meetings, maintaining and updating calendars, and other administrative functions.
Provides occasional customer service support for donors and ticket buyers.
Executes data cleanup projects.
Provides mailing support for appeal and event invitations.
Grant Research/Reporting/Writing (15% time)
Maintains grants calendar.
Identifies prospects among current donors and assists with prospect research.
Event Support (20% time)
Collaborates in planning and execution of donor events.
Coordinates and schedules Gala committee meetings.
Performs data entry into Greater Giving, our event software system.
Project Coordination (25% time)
Supports the Executive Director in tasks related to PHAME’s large-scale construction project, culminating in a new home for PHAME in 2025.
Support the Executive Director’s calendar, including making appointments, prioritizing urgent matters, and assisting her in keeping track of upcoming engagements
Attend owner/architect/construction meetings with the Executive Director; prep for meetings, take notes, and track deliverables in advance of next meeting
Act as the first point of contact for architects, construction company and contractors
Perform other duties as assigned
SKILLS & QUALIFICATIONS
Commitment to the mission of PHAME to empower adults with intellectual and developmental disabilities to lead full, creative lives through arts education and performance.
2 or more years of work in development, administrative work, or project coordination. Experience in development preferred but not required.
Proficiency navigating and maintaining a database. Experience with Greater Giving, Neon CRM, Raiser’s Edge, or similar preferred.
Proficiency in Microsoft Word, Outlook, Excel, and internet research.
Detail oriented, organized, with excellent time management and prioritization skills.
Strong communications skills (both written and verbal), as well as excellent reading comprehension.
Highly organized, responsible, and team oriented. Can work independently.
Interested in fundraising and/or nonprofit administration.
PHYSICAL & COGNITIVE REQUIREMENTS
Percentage of time spent sitting, standing, moving: 85% sitting, 15% standing and/or moving
Weightlifting requirement: 20 lbs due to event support and meeting support
Bending requirement: minimal
Screen time: substantial
Meeting responsibilities: moderate
Type of decision making/problem solving: intermediate
Percentage of position that can be worked remote: A minimum of 60% of hours will be worked from PHAME office or event sites. Remote work options to be determined between employee and supervisor.
ABOUT PHAME
PHAME is a fine and performing arts academy serving adults with intellectual and developmental disabilities. Offering three ten-week terms of arts-based classes each year, as well as a rigorous performance program, PHAME empowers students to learn new skills, take artistic risks, and build lasting relationships with people who share their experience of having a disability.
PHAME is built upon the belief that art is for everyone, and that our community is stronger when it champions opportunities for all. With that in mind, PHAME brings passion, joy, and rigor to arts education and performance.
COVID-19 SAFETY POLICIES
PHAME monitors virus levels in our area and modifies safety policies as needed. When virus levels rise, we may require staff to answer simple health questions, submit to temperature checks, and/or wear a mask while on campus. Additionally, PHAME has a strict stay-home policy for staff who test positive for Covid. Our campus(es) have high-level air filtration. While PHAME does not require proof of vaccination for Covid or other easily transmittable diseases, we strongly suggest that staff (and students) be vaccinated. More information about PHAME’s Covid policies is available on request.
HOW TO APPLY
Submit your resume and a cover letter addressing your interest in this position and related experience to [email protected]. Please put “PHAME Development & Project Coordinator” in your email subject line.
Applications will be reviewed on a rolling basis, and applications received by March 25, 8 AM will be prioritized.
Successful applicants will be asked to provide two or more professional references. This position will require a criminal and sex offender background check before hiring.
People with disabilities and candidates of color are especially encouraged to apply.
PHAME Academy is an equal opportunity employer.