Advancement Special Events Manager

Posted by
Portland, OR
Published 14 days ago

At Caldera, we believe in the power of creativity. Our mission is to inspire and support youth from underserved rural and urban communities by awakening the potential of their creative voice. We do this through a unique fusion of art, environment and mentorship. Our Youth Program provides students from Portland and Central Oregon with long-term relationships with caring adults, which nurtures individual creativity, beginning in sixth grade and continuing into young adulthood.

Caldera has a $2.6M budget, a 15-member board, 16 full-time year-round employees, and a range of seasonally contracted artists and staff. Its administrative office is located in Portland, Oregon, and its Arts Center is located outside of Sisters in Central Oregon.

Supervisor: Director of Advancement

Full time (37.5 hrs/week) 9:00am-5:00pm, Monday–Friday

Location: Portland office, 224 NW 13th Ave, Suite 304, Portland, OR 97209 (some WFH possible)

Benefits include: generous paid time off, health, dental, and vision insurance, 403(b) retirement matching, long-term disability, short-term disability, and life insurance.

The Advancement team focuses our development efforts on partnering with the communities in which we work to build strong, meaningful investments in our mission. We seek to diversify our support and develop long-term relationships that will sustain our programming for years to come. As a creative organization, we believe in creative community organizing and partnerships.

As part of the Advancement team, the Advancement Special Events Manager is responsible for building out Caldera's public events, donor cultivation events/fundraisers, corporate sponsorships, and in-kind giving. Reporting to the Director of Advancement, this position will support Caldera's community partnership efforts, and manage fundraising and community engagement events.

This position manages additional event contractors/vendors and provides overall fundraising support for the Director of Advancement and Executive Director, as needed. This position interfaces regularly with donors and supporters and will be a very public-facing representative of Caldera Arts.

This position typically involves a hybrid office/ work-from-home option. However, there is significant evening/ weekend time required, with advance notice. Our team is present for events both in Portland and in Central Oregon throughout the year, so flexibility with scheduling is required. A valid driver's license and access to reliable transportation is required. Strong CRM and reporting skills are required; Raiser's Edge experience is preferred.

Equity & Inclusion

We recognize that Caldera communities face many societal inequities. We recognize the history and ongoing impacts of racism in our country, state, and institutions. We acknowledge that we will always have room to grow as an organization and as individuals in our understanding of racism and oppression.

We commit to continually examining our role in both perpetuating and combating institutional racism. We also commit to ongoing alignment of our policies and practices to advance racial equity, inclusion, and freedom of expression.

We commit to integrating equity and inclusion into all areas of our work to better serve our mission; when we do, we get closer to the world that we want for our youth. To ensure our own accountability, we will 1) seek deeper relationships with and feedback from our larger community; 2) use our Equity Plan to guide ongoing work; and 3) apply our Equity Lens to decision-making. We will also seek inspiration from artistic and cultural traditions.

Caldera is an equal opportunity employer encouraging applicants of all backgrounds and does not discriminate on the basis of race, color, religion (creed), gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.

We encourage people of color and Caldera community members to apply.

Administrative Duties: (Percentage 25%)

  • Administer Raiser's Edge donor database and gift processing system in relation to Corporate and Foundations portfolio
  • Manage the processing of (in relation to Corporate and Foundations, Major Donors):
    • Donor communications such as gift receipts, acknowledgements, and pledge reminders
    • Customized mailing lists, email lists, and reports for department use
    • Administer EFT and credit card donations
    • Maintain accurate and up-to-date donor and gift records
    • Assist with monthly reconciliations with Finance Team
  • Provide up-to-date financials for Director of Advancement to present at board meetings and to Executive Director quarterly, and as needed
  • Develop and maintain efficient systems for data cleansing, data entry, gift processing, prospect research, and relationship management in collaboration with Development & Communications Manager and Director

Event Planning & Support (Percentage 25%)

  • Support for upcoming events, including (but not limited to):
    • Generating segmented mailing lists
    • Scheduling, developing and mailing invitations and event announcements
    • Reserving space, requesting set-up support
    • Ordering, picking up, delivering catering, as needed
    • Ensuring that standard “Reception and Meeting Supplies” are stocked
    • Maintaining RSVP/ Guest/ Ticket sales lists
    • On-site event support and administration.
    • Providing content support and generate in-house programs for Communications
  • Engaging with supporters as a Caldera Arts representative in a variety of settings

Executive Director & Board Support (Percentage 20%)

  • Scheduling support to Executive Director for Board meetings and Board committee meetings
  • Send quarterly Board Meeting reminder, including all necessary reports
  • Maintain Board 'Support Documents' for new members
  • Regularly update full Board Binder Book (ie: Rosters, Conflict of Interest Forms,
  • Board Commitment Agreement)
  • Prompt Executive Director regarding Board/ Major Supporter birthdays, special events, etc.
  • Prompt Executive Director to make phone call when any gift of $1,000 or more has been received

Grant Administration (Percentage 15%)

  • Support Director of Advancement and external grant writing team
  • Support for calendaring and tracking grant cycles
  • Maintain standard grant proposal attachments and accurate budgets
  • Support for acknowledging and follow-up reports to funders, including collecting reportable data.

Donor/ Supporter Cultivation and Engagement (Percentage 10%)

  • Recurring Giving Program cultivation
  • Alumni/ Alumni Family Program development, including cultivation and engagement
  • Elders/ Legacy Group cultivation and engagement

Advancement Storytelling Support (Percentage 4%)

  • Provide content, donor lists, mailing lists, etc. to support communications as needed.

Racial Equity Work (Percentage 1%)

  • Participate in equity-focused staff meetings, team days, retreats, and committees
  • Support Caldera's annual equity plans in their creation and implementation by giving feedback, serving on the Equity Team, and/or participating in activities

Required Qualifications:

  • 3-5 years of relevant work experience in a nonprofit organization
  • Passion for Caldera's mission, cultural and environmental justice, and racial equity
  • Interest and enthusiasm for nonprofit fundraising through grassroots campaigns and storytelling
  • Able to demonstrate strong proficiency in donor software program
  • Exemplary verbal and written communication skills
  • Ability to manage a project from inception to completion within strict timelines
  • Able to demonstrate leadership as well as work collaboratively on teams
  • High level of capability and comfort engaging with donors, board members, and the general public

Preferred Qualifications:

  • Strong proficiency in Raiser's Edge, or a similar CRM.
  • Strong proficiency in all Microsoft Office applications; experience using Google Drive
  • Experience managing fundraising, events, and/or community relationships

Position Details

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel. The employee is frequently required to stand. The noise level in the work environment is usually moderate.

Online applications due by Monday, August 8 by 5pm.

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At Caldera, we believe in the power of creativity. Our mission is to inspire and support youth from underserved rural and urban communities by awakening the potential of their creative voice. We do this through a unique fusion of art…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    High School Diploma Required
  • Experience Level
USD $58,000 - USD $62,000
/ year
Yearly Salary


Portland, OR, United States

How to Apply


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