Donor Communications Specialist

DONOR COMMUNICATIONS SPECIALIST JOB DESCRIPTION
 

Department:  Advancement

FLSA Status: Exempt

Work Location: Hybrid

FT/PT: Full time

Last Revision Date: April 3, 2025
 

How to apply: A cover letter is required for consideration of this position and should be attached as the first page of your resume. The cover letter should address:

• Your specific interest in the position and working at the Detroit Symphony Orchestra
• Outline your skills and experience that directly relate to the responsibilities of the role

The Organization: The Detroit Symphony Orchestra (DSO) is known internationally for trailblazing performances, collaborations with the world’s foremost musical artists, and a deep commitment to serving our community. Making its home in historic Orchestra Hall at the Max M. and Marjorie S. Fisher Music Center, the DSO actively pursues its vision to be an inclusive and culturally relevant community where all people can experience their world through music.
 

The DSO is a complex organization. Operating 365 days per year in historic Orchestra Hall, one of America’s most acoustically perfect concert halls, we are a performing arts institution, an educational facility, and a community center. We are governed by an independent Board of Directors and employ both union and non-union employees as musicians, stage crew, and administrative staff. Creating a unified culture throughout the institution is an organizational imperative, and we are guided by our values of excellence, diversity, resilience, collaboration, and innovation. The DSO is also deeply invested in the city of Detroit; through our Detroit Strategy initiative, we are expanding the DSO’s participation in the growth and well-being of the city.  
 

The DSO’s commitment to diversity, equity, and inclusion is paramount to who we are; we work to create an environment where all employees are seen, valued, and supported to enable their best every day. This is essential as we pursue our mission to impact lives through unforgettable musical experiences by sustaining a world class orchestra for the city of Detroit and the global community.
 

The DSO offers a unique, fast-paced working environment, an excellent overall compensation package, and is an Equal Opportunity Employer. For more information visit www.dso.org.
 

Position Summary:

The Donor Communications Specialist supports the Detroit Symphony Orchestra’s fundraising and stewardship efforts through management and execution of our major donor renewal process, acknowledgements, gift processing, and benefit fulfillment. This role is essential to fostering positive donor relationships by ensuring timely, accurate, and thoughtful communication across all levels of giving. Working closely with Advancement staff, Finance, and Executive Leadership, the Specialist plays a key role in sustaining donor engagement and supporting the DSO’s contributed revenue goals.

Specific Duties and Responsibilities:

Donor Communications & Renewal Process

• Lead the comprehensive renewal letter process for Governing Members and above (GM+), including managing data flow, integrity, and drafting personalized solicitation letters.
• Draft and send timely acknowledgement letters for all gifts, including customized language for major contributions and new campaigns.
• In collaboration with the Associate Director of Annual Giving and Communications, lead quarterly updates of gift acknowledgement language.
• Set up Acknowledgement Rules in Tessitura for new campaigns and initiatives, and manage other donor acknowledgement processes as needed.
• Lead the year-end donor tax summary mailing process.
• Coordinate additional stewardship touches, such as musician notes and handwritten leadership thank-you letters, following the Acknowledgement Matrix.
• Support Friends of the DSO direct mail efforts as needed.
• Maintain and update inventory of GM and Friends collateral; coordinate reordering and creation of new materials as needed.
• Generate pledge reminders with tailored messaging, including donor invoices (individual, corporate, and foundation) as requested by Advancement staff.
• Manage the GM-to-telefunding process, including tracking in Tessitura.

Stewardship & Donor Engagement

• Prepare personalized communications for VIP donors at the direction of senior leadership to support high-level stewardship and cultivation, including ordering small gifts.
• Coordinate special-occasion communications (e.g., birthdays, anniversaries) for Governing Members and VIP donors in collaboration with Advancement and leadership.

Benefits Fulfillment & Donor Recognition

• Fulfill donor benefits, including sending welcome packets, for new and upgraded GM and Friends members.
• Primarily responsible for the preparation of donor listings for Performance Magazine, the DSO website, and signage at Orchestra Hall—in coordination with the Data and Reporting Specialist and the Associate Director of Annual Giving.
• Monitor and manage the DSO Friends phone line and inbox; maintain accurate records in Tessitura.
• Oversee inventory of donor premiums and procurement of additional collateral in collaboration with Associate Director of Annual Giving, external vendors, and design teams.

Gift Processing & Data Coordination

• Collaborate with Finance and the Gift Processing Coordinator to ensure timely, accurate gift entry and coding.
• Support the monthly charging process and oversee the timely collection of pledge payments through regular reminders and invoicing.

Events & Administrative Support

• Staff the Donor Lounge two (2) times per month and support special event logistics.
• Other duties as assigned.

Required Qualifications:

• Proficiency with oral and written communication, particularly in crafting clear and engaging donor correspondence.
• Ability to act independently, take initiative, and manage multiple priorities in a dynamic environment, with a donor-centric mindset.  
• Successful experience working in and contributing to a collaborative, team-oriented workplace.
• Demonstrated attention to detail and strong organizational skills, and the ability to meet deadlines.
• Demonstrated ability to manage competing deadlines and commit to simultaneous projects.
• Proficiency with oral and written communication, particularly in crafting clear and engaging donor correspondence.
• Experience with Microsoft Office Suite (Word, Excel, Outlook); comfort with CRM/databases.
• Customer service experience, especially with demonstrated ability to solve customer issues, and assist high-level clients.

Desired Qualifications:

• 1-2 years of experience in donor communications, fundraising, stewardship, or nonprofit administration.
• Experience supporting direct mail campaigns, event logistics, or donor recognition programs.
• Bachelor’s degree, or equivalent combination of education and experience.
• Familiarity with Tessitura or similar CRM/database systems.
• Demonstrated commitment to diversity, equity, and inclusion.
• Background in or knowledge of the performing arts, music, or cultural organizations.

Additional Information:

• This is a salaried, non-union position
• Successful candidates must be available to work a varying schedule, including nights and weekends, to meet the needs of the DSO’s performance schedule
• All positions at the DSO require the successful completion of a background check prior to beginning employment. A criminal record does not automatically disqualify candidates.  
   

Physical Requirements:
This role primarily works in an office environment and frequently has prolonged periods of sitting and looking at a computer screen. Additional physical requirements include:
 

Position Reports to: Associate Director of Annual Giving

Direct Reports: N/A