External Relations Administrator

About the Opportunity

This position reports to the Vice President of External Relations to support the External Relations division as needed. The individual manages and ensures administrative processes for the External Relations division including gift administration.

Specific Responsibilities

  • Manage and Ensure implementation of Gift Administration Procedures including:

    • Oversee gift entry by patron services staff and ensure accuracy and timely processing
    • Assign fund/designation and coding structure for all gifts
    • Maintain donor constituent coding structure, and assign coding to all donor constituent records
    • Manages receipt of pledge agreements including recording in CRM/Tessitura and invoicing
    • Produce gift acknowledgment letters
    • Manage constituent coding and updates of donor records ensuring donor correspondence, gift agreements/documents, obituaries, etc. are scanned to constituent records as necessary

  • Manage records for stewardship programs including donor recognition listings and displays, giving societies, and annual awards.
  • Produce lists and list extractions for development, stewardship and other external relations division needs as requested (appeals, publication mailings, events, correspondence) from FIM CRM/Tessitura.
  • Produce letters and manage mailing for annual fund, year-end appeal, and miscellaneous special appeals and solicitations.
  • Manage plans and portfolios data system including assisting staff with set-up of plans and portfolios, assignment of staff and donors to portfolios, tracking portfolio activity, and generating reports
  • Maintain segments of KPI dashboard for External Relations Division as assigned
  • Work with VP of Finance and Administration and Mgr Special Events to support budget creation for fundraising events and assist as needed in expense tracking and reconciliation
  • Maintain and prepare reports for finance including monthly receivables, recurring gifts, and others as requested.
  • Manage procedures for sponsorships: create/update sponsor agreement templates, prepare invoices and acknowledgment, maintain sponsor listings and benefits by event, and coordinate communications with event and marketing staff to ensure benefits are fulfilled.
  • Support VP ER with management of division administration and meetings including agendas, scheduling, notes/minutes, responses, correspondence, filing, etc.
  • Manage VP ER calendar, appointment scheduling, and related constituent/portfolio/plan records in Tess
  • Support other administrative needs of ER Division as assigned by VP including expense reports,annual budgeting process, monthly board reports


  • Bachelor’s Degree or equivalent experience
  • Minimum of 2 years in Gift Administration and/or Advancement Services experience
  • Passion for the performing arts, and an ability and willingness to quickly learn FIM history, mission, programs, etc.
  • Strong Microsoft Office skills and experience complex integrated data base systems.
  • Tessitura experience, a plus
  • Attention to detail and organization skills required.
  • Ability to work independently, but also as a team player who will productively collaborate with others to ensure successful donor and constituent engagement.

Compensation and Benefit Information:

  • 401K
  • Competitive Salary
  • Benefits including Health Savings Account
  • Paid Time Off
  • Employee Discount

Application Instructions

Interested applicants must submit a resume to kbeath@thefim.org. Should you require additional information, please call 810-238-1350.

**The Flint Institute of Music is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status**