Tessitura Specialist

Nashville Ballet

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Job Summary

Position Summary

The Tessitura Specialist is a key member of both the Development and Marketing teams. This role plays a critical function in safeguarding data integrity, conducting data analysis, and optimizing the use of Tessitura to inform fundraising strategy and enhance donor relations. Primary responsibilities include database management, donor and gift reporting, data extraction and segmentation, campaign support, prospect research, and filing/record keeping. Through these activities, the Tessitura Specialist supports membership, sponsorship, stewardship, and donor events. This position also manages the season build, box office operations, and other database-related duties.

Job Responsibilities

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Development Data Management, Analytics & Reporting

• Serve as a Tessitura “power user” for Development, leading staff on data entry standards, reporting, segmentation, and system-wide efficiencies.
• Collect, maintain, and regularly update donor and prospect information in the database, including supplemental data from programs and events (e.g., School of Nashville Ballet, youth cast participation, and attendance).
• Analyze donor giving trends to inform segmentation, campaign strategies, moves management, and pipeline growth (e.g., converting ticket-buyers to donors, identifying prospects for increased gifts).
• Prepare and analyze data reports for appeals, renewals, fundraising campaigns, and donor prospecting; provide relevant summaries for leadership and key staff.
• Generate and reconcile monthly reports with the Finance team to support general ledger reconciliation, audit preparation, tax return preparation, and grant reporting.
• Identify and implement strategies to optimize Tessitura usage for increased data sophistication and operational efficiency.
• Attend Tessitura User Group meetings and maintain internal standard operating procedures (SOPs).
• Set up Tessitura access and provide onboarding/training to new staff.

Gift Processing & Donor Acknowledgement

• Enter all gifts, pledges, pledge payments, and in-kind contributions into Tessitura accurately and within required timelines.

• Generate weekly gift reports for the Development team to support timely acknowledgments and stewardship calls.
• Produce IRS-compliant donor acknowledgments and manage pledge reminders, invoices, and delinquency processes for Annual Fund and Ballet Ball.
• Prepare donor recognition listings for programs and the website, ensuring preferences are honored.

Coordination & Constituent Support

• Collaborate with the Development team to build targeted constituent reports, including invitation lists and segmented appeals.
• Maintain consistent constituent record updates based on community engagement and participation data.
• Ensure accurate transfer of event data into the database in coordination with the Events Manager.
• Provide high-level, professional customer service to donors via phone, email, and in person.
• Assist with administrative support and general office operations as needed.

Box Office & Ticket Sales

• Maintain daily, weekly, and monthly reporting on Tessitura sales data and update sales trackers/Board reports as needed.
• Coordinate season build each year with Artistic, Marketing, and Production departments in accordance with venue guidelines, including the completion of proposed pricing matrix.
• Serve as primary point of contact with TPAC on all Tessitura and related software matters
• Box Office duties include assisting Box Office Coordinator with executing season tickets, comp requests, and general sales transactions; fulfilling and distributing season and single ticket orders; creating and fulfilling discounts, promotions, and incentives as directed by a supervisor.
• Create and export list of Tessitura constituent records for marketing communications as needed.
• Facilitate ticket sales and field questions via phone, email, mail, and in-person. This will include working night-of-show, Will Call, and extended box office hours as needed.
• Assist Marketing Team with sales initiatives such as call campaigns, tabling events, and Group Sales prospecting.
• Assist Director of Sales & Marketing with customer service communications like post-event surveys, event reminder emails, and notifications.
• Import and export patron data into and from Tessitura.
• Provide high-level customer service at all times.

General Responsibilities:

• Operate with a virtual 100% accuracy and data-entry integrity

• Work autonomously to execute daily tasks and self-check work

• Regularly demonstrate sound judgment and discretion with confidential information
• Work as part of a team to engage in strategic and purposeful use of Tessitura database to strengthen development practices
• Serve as a knowledgeable resource to all staff regarding data availability, manipulation, and extraction from Tessitura
• Keep all documentation organized to be easily accessible by all users
• Create elevated customer service experience for all ballet patrons
• Possess a desire to develop a foundational understanding of Development and an appreciation for the importance of donor relations information management
• Maintain a proactive, solutions-oriented attitude
• Demonstrated ability to multi-task

Qualifications

WORK REQUIREMENTS AND QUALIFICATIONS:

1. Education: Bachelor’s degree or equivalent experience

2. Knowledge, Skills, and Abilities:

• Effective project management skills, including setting and meeting deadlines
• Ability to make decisions and creatively solve problems
• Ability to manage multiple tasks simultaneously
• Attention to detail
• Aptitude with Office360 and database management, preferably Tessitura
• Above-average knowledge of Excel
• Demonstrated commitment to the mission of the organization

3. Experience:

• 1-3 years working with databases and confidential information experience preferred
• Experience working with ticketing platform
• Experience in a nonprofit or arts organization preferred

4. Requirements: Ability to work some evenings and weekends for events and performances

Physical Demands: The physical demands described here are a non-exhaustive list of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to handle, feel, talk, and hear. The employee is frequently required to stand, walk, and reach with hands and arms above the shoulder. The employee is frequently required to sit and occasionally stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the noise level in the work environment is usually low to moderate.

Disclaimer Statement: This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this document is intended to be an accurate description of the current job, circumstances may require that other, or different tasks be performed (e.g., emergencies, changes in personnel, workload, rush jobs or technological developments).

Additional Information

Benefits

How to Apply

Please send your cover letter and resume to careers@nashvilleballet.com with “Tessitura Specialist” in the subject line. No phone calls, please.

Details

• Date Posted: June 9, 2025
• Type: Full-Time
• Job Function: Administrative
• Service Area: Arts / Culture
• Start Date: 06/23/2025
• Salary Range: 50,000-55,000
• Working Hours: M-F 9:00 am - 6 pm, Weekends and evenings as needed