Job Overview
The Development Assistant plays a central role in supporting the Buffalo Philharmonic Orchestra's fundraising operations through exceptional organization, attention to detail, and responsive coordination. Serving as a key connector within the Development team, this position maintains accurate donor records, oversees timely gift acknowledgements, coordinates departmental activities, and helps ensure a warm, professional experience for donors, colleagues, and visitors alike.
Key Duties and Responsibilities
Donor Records & Acknowledgements
- Maintain accurate, organized, and up-to-date donor records across all giving levels, ensuring integrity of data in both physical files and the donor database (Leap Patron Manager).
- Oversee the full gift acknowledgement process, ensuring all contributions are recorded and acknowledged promptly, accurately, and with care.
- Monitor data consistency and flag discrepancies, supporting a high standard of accuracy across the Development team.
Department Coordination & Communications
- Serve as a primary point of contact for Development-related inquiries, providing a warm, professional experience for donors and colleagues.
- Coordinate scheduling and logistics for donor, corporate, and foundation activities, ensuring clear communication and follow-through.
- Manage Development-related updates for the BPO website, Kleinhans Music Hall kiosks, and program book in collaboration with the Marketing Department.
- Coordinate bookings and inquiries for approved uses of Clement House, including meetings, events, and photography sessions, ensuring a professional and welcoming experience for all visitors.
General Support & Projects
- Support grant processes through drafting, proofreading, and coordination of materials and submissions.
- Support the administration of corporate sponsorship benefits by maintaining an interoffice communication spreadsheet, tracking benefit fulfillment, and serving as a liaison between departments to ensure sponsors receive all contracted benefits.
- Attend and assist at select BPO concerts and events as needed.
- Contribute to special projects and departmental initiatives, maintaining strong attention to detail and follow-through.
- Other Duties as assigned
Qualifications
- High School Diploma or equivalent is required.
- At least one year of Customer Service Experience preferred.
- Excellent written and verbal communication skills, as well as organizational skills and the ability to manage multiple tasks simultaneously.
- Exceptional interpersonal skills and the ability to work collaboratively with all levels of staff, volunteers, donors and prospective donors whether in person, on the telephone or written correspondence.
- Proficiency with Microsoft Office is required; Proficiency with Patron Manager/Salesforce or similar programs preferred
- Appreciation and understanding of the BPO’s mission and vision, and the ability to effectively communicate. Knowledge of classical music a plus.
- Ability to occasionally work nights and weekends.
- Job frequently requires standing, walking, reaching, talking, hearing, handling objects with hands, and lifting up to 30 pounds.
- Attention to detail, ability to meet deadlines, and discretion in handling confidential information.
This role is ideal for someone who takes pride in accuracy, values consistency, and enjoys being the person who keeps things organized, on track, and thoughtfully managed for both colleagues and donors.
Equal Employment Opportunity Policy:
The Buffalo Philharmonic Orchestra Society provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, furlough, transfer, leaves of absence, compensation, and training.
Pay: $17.00 - $18.00 per hour
Benefits:
Application Question(s):
- Must be able to work Monday through Friday 10am-3pm with the occasional evening and weekend.
- Must be proficient with Microsoft Office
Education:
- High school or equivalent (Required)
Experience:
- Customer Service: 1 year (Preferred)
Ability to Commute:
- Buffalo, NY 14209 (Preferred)
Work Location: In person
