Philanthropy Manager

The Philanthropy Manager works closely with the Director of Philanthropy to maximize giving from individuals and oversee the fundraising database, facilitating more effective and efficient fundraising. Key responsibilities include managing a portfolio of individual donors ($1,500+); providing ongoing vision for leveraging the database as a tool in day-to-day fundraising; oversight of the Database Specialist, the Garden’s primary database administrator; and strategic project management for special fundraising appeals.

Portland Japanese Garden raises approximately $2 million annually and is currently in the middle of a major campaign to raise an additional $35 million in funds for the Japan Institute. The Philanthropy Manager routinely works cross-departmentally, for example collaborating with the Marketing and Membership teams to structure dynamic and effective solicitation campaigns.

This position is ideal for someone who is a multi-faceted fundraiser and enjoys a mix of building relationships with donors, has a keen understanding of database technology, and enjoys managing and analyzing data. It is a great opportunity to learn and be an integral part of an experienced and growing development team, while also leading efforts to develop and implement new modes of solicitation based on data, research, and evolving modes of communication.

The Philanthropy Manager reports to the Director of Philanthropy and will work primarily from our Sylvan Office (located off the Sylvan exit of Highway 26), with frequent visits to the Garden (611 SW Kingston Ave).

COVID-19 Vaccination Policy: For the safety of our staff, volunteers, & guests, Portland Japanese Garden requires all staff and volunteers to be vaccinated against the COVID-19 virus, including the initial booster. Candidates must be fully vaccinated by their hire date and must provide proof of vaccination upon hire.

Primary Duties

Solicitation

• With oversight from the Director of Philanthropy, manage a portfolio of individual donors ($1,500-$2,500).
• Working closely with the Database Specialist, oversee renewals for $1,500+ premium level members of the Golden Crane Recognition Society, Portland Japanese Garden’s donor recognition society for those who give $1,500 or more a year.
• Direct and facilitate the strategy and implementation for the organization’s two major bi-annual fundraising appeals (includes case development, production of mail and electronic communications, creating and tracking campaign expense budgets and revenue goals, campaign progress reports).
• Routinely write and produce solicitation and acknowledgment letters, including templates and customized letters.
• Regularly communicate with donors related to donations, donor benefits, and events.
• Working closely with Marketing, manage list segmentation for special appeals and routine communications.

Database Management

• Lead the creation of a comprehensive Development Department Tessitura Policies and Procedures manual.
• Provide ongoing supervision and coaching for the Database Specialist, the Garden’s primary database administrator, including gift entry oversight.
• Working collaboratively with Director of Philanthropy, provide ongoing vision and direction for leveraging Tessitura, the organization’s CRM, as a tool to maximize daily efficiency and to increase fundraising effectiveness.

Data Analysis

• Produce department revenue and solicitation reports, providing detailed summary of monthly giving, and track progress vs. goals.
• Conduct monthly analysis of Golden Crane Recognition Society donors to understand giving trends (renewals, retention, upgrades, downgrades, etc).
• Conduct detailed, post-campaign analysis on all special appeals.
• Conduct other department giving analysis on an as needed basis.
• Liaise with the Finance Department to accurately reconcile gifts.

Other Responsibilities

• Communicate with donors, clients, staff, and other community partners in a friendly and professional manner.
• Learn about Japanese culture and art as opportunities arise in the organization.
• Maintain a high degree of discretion and confidentiality in dealing with sensitive information.
• Familiarize oneself with the organization and the Employee Handbook.
• Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork,
• and creating an atmosphere of open, honest, two-way communication.
• Maintain a high level of professionalism in manner and appearance.
• Other duties and projects as assigned.
• Adhere to Garden Dress Code (business casual).

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.

• Bachelor’s degree preferred.
• At least three years of experience in development, or equivalent combination of different experiences.
• Staff management experience preferred.
• Demonstrated proficiency with email platforms (like Mailchimp and Prospect2) and comfort with metrics and analytics.
• Ability to exercise judgement and discretion when handling sensitive and confidential information.
• Strong proficiency with Outlook, Excel, and PowerPoint.
• Experience using a complex CRM, preferably Tessitura.
• Strong communication abilities – clear writing and articulate speaking ability.
• A proven track record of working well with others, adapting to others’ work styles, and professional interactions with co-workers and/or vendors.
• Strong listening skills, giving full attention to what other people are saying or asking, taking time to understand the points being made and asking questions when appropriate.
• Incredibly organized and highly proficient at keeping a systematic schedule and calendar.
• Ongoing development and implementation of new processes to improve work efficiency and adapt to new systems.
• Experience in working donor cultivation events of various types.
• Experience in the creation and management of budgets.

Special Requirements

• Must be able to periodically work evenings/weekends, as required.
• Must be able to remain in a stationary position for several hours.
• Must be able to work effectively in an open office environment.
• Must be able to work outdoors in all types of weather conditions (for events only).
• Must be comfortable returning to an open office environment as CDC guidelines allow for these accommodations (we currently work remotely on a part-time basis and adjust in-office schedules to accommodate shared office spaces).
• Must have reliable transportation, proof of insurance, valid driver’s license, and clean DMV record for travel between office locations (mileage reimbursement provided)

Compensation & Schedule

• Wage: $55,000 - $65,000 per year, DOE
• This is a full-time, salaried position with 40-45 hours per week. Workday is typically 8.5 hours (including ½ hour lunch), M-F 8:30am to 5:00pm, with some flexibility. Occasional evenings and weekends required, with corresponding flexibility in weekday schedule.
• Benefits:
• health, dental, and vision insurance (premium 100% covered for employees)
• 401k plan (after 6 months, with 4% employer match after 1 year)
• flexible spending accounts for medical and dependent care expenses
• paid vacation, sick, and holiday time
• free access to the Employee Assistance Program (EAP)

Applications

To apply, please submit a resume, cover letter, and three work-related references through our online Career Center. Please no phone calls or hand delivered applications. Applications will be reviewed, and interviews will be scheduled as submissions are received. Early application is encouraged.

Please also provide, separate from your cover letter, a sample solicitation letter written by you. Solicitation sample can be for any real or fictional non-profit organization.