Development Administrator (APTP)

Albany Park Theater Project - Chiacgo, IL

Position Open:  Development Administrator

Supervisor:  Director of Development

Status:  Full-time, nonexempt employee

About Albany Park Theater Project

APTP is a multiethnic, youth theater ensemble that inspires people to envision a more just and beautiful world.

  • APTP’s teen ensemble creates original theater based on the life experiences of people whose stories might otherwise go untold: urban teens, immigrants, and working-class Americans.
  • APTP creates a space where less advantaged teenagers engage critically and creatively with the world as artists, thereby embarking on purposeful lives as adventurous dreamers and accomplished achievers.
  • APTP humanizes issues that impact real people but too often get discussed as abstract concepts.
  • APTP enriches the quality of life in the underserved neighborhood of Albany Park and in Chicago.

Learn more at

About the position

Albany Park Theater Project seeks a motivated individual to support the mission-critical, behind-the-scenes work of the organization, contributing to fundraising and day-to-day administrative operations. Candidates should be familiar with databases, comfortable with other office technology, detail-oriented, and passionate about contributing to the success of one of Chicago’s premiere theater ensembles. 

Development Support (90%)

  • Serve as lead staff managing the donor software program and donor recordkeeping.
    • Write and revise database procedures. Responsible for upholding best practices in database administration.
    • Ensure accurate record‐keeping of contributions in DonorPro database, enter donor gifts and funder grants in DonorPro database.
    • Ensure the generation of timely donation acknowledgments; coordinate the participation of APTP’s teen ensemble members in writing donor acknowledgement letters, as well as other copy for other fundraising purposes; coordinate board members’ participation in the signing of donor correspondence, invitations, and placement of thank you calls when appropriate.
    • Keep abreast of staff and board fundraising activities, recording actions into the database, and proactively manage upcoming deadlines and reminders.
    • Produce and mail mail-merged files of donor acknowledgements.
    • Update constituent records in DonorPro database.
    • Scan and email all funder grant award letters to APTP grant writer.
      • Support donor cultivation strategy and appeals process.
    • Execute donor and prospect communications as planned for the year, which includes mailing appeals, e-appeals, e-newsletters, e-blasts, etc.  Serve as production manager for the mail appeal program including hand addressing, stuffing and mailing appeal letters to key donors.
    • Design and run queries and reports in DonorPro database for staff, board and consultants.
    • Design and run queries to create recipient lists for mailings.
    • Provide analysis and evaluation reports of the appeal program.
    • Research/screen potential prospects in the database. Conduct prospect research.
    • Produce reports and analysis to prepare the Producing Artistic Director, Director of Development and Board members for major donor stewardship and solicitations.
    • Provide staff support to the Development Committee.

Coordinate logistics at special events.

  • Coordinate invitation production, emailing or mailing, manage RSVP database.
  • Place follow-up calls to donors if needed.
  • Draft solicitation letters to vendors, donors, and related correspondence.
  • Create flyers, booklets, or any other printed material as needed.
  • Secure bids from caterers, printers, florists, etc. Serve as liaison. Manage contract payments.
  • Coordinate logistics at the event.
  • Reconcile SQUARE reports for off-site donations.
  • Produce financial reports and evaluative reports.
    • Participate in weekly Development meetings.
    • Take minutes, disseminate action items to appropriate staff and board, follow up to make sure action items are completed.
    • Enter moves management decisions into DonorPro database.
    • Coordinate with Accountant.
      • Photocopying all incoming checks for filing and auditing purposes.
      • Preparing weekly finance exports from DonorPro and sending to APTP accountant for reconciliation.
      • Making bi-weekly deposits, filing bank deposit receipt with photocopies of deposited checks.
  • During the run of a production, assist the Producing Artistic Director, Director of Development and Board as hosts when special groups of donors and/or funder VIPs attend, greeting them, showing them to their reserved seats, troubleshooting, visiting after the show is over, etc.
  • Coordinate/supervise the donation table at performances and events. 

Administrative Support (10%)

  • Assist Producing Artistic Director and Director of Development by scheduling some meetings and managing some correspondence.
  • Answer phone calls and inquiries, check voicemail and relay messages to appropriate staff.
  • Pick up and deliver mail 2-3 times per week (or more as needed) at APTP PO Box.
  • Support staff by making photocopies; running errands; gathering materials, food, or supplies for events and meetings; coordinating maintenance on APTP vehicle.
  • Manage fulfillment of mail-order merchandise sales (DVDs, sweatshirts, t-shirts, etc).
  • Serve as an articulate, passionate, and visible spokesperson for APTP.
  • Perform other duties as assigned by supervisor. 

Qualifications and Experience

  • At least 2 years of administrative, development or operations experience, preferably at a nonprofit.
  • Basic understanding of nonprofit fundraising principals required.
  • Database experience, preferable with CRM and/or donor database.
  • Bachelors degree or equivalent experience.
  • Demonstrated pursuit of (or interest in) continuing education in the field of development and philanthropy.
  • Proficient in Microsoft Word and Excel and general comfort with learning new technology.
  • Strong verbal communication skills.
  • Organized and detail-oriented.
  • Ability to accommodate a changing schedule.
  • Interest in and comfort level working around teens.
  • Interest in and comfort level around people of varying ethnic and class backgrounds.
  • Demonstrated commitment to social justice.


  • This position operates primarily in a professional office environment that is not fully accessible.
  • This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines.
  • While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands; and reach with hands and arms. The employee must frequently lift and/or move objects up to 25 pounds and occasionally up to 40 pounds.
  • This is a full-time position. Evening and weekend work is occasionally required.
  • Some travel to off-site locations in the Chicago metro area is required.
  • Workplace is a smoke- and drug-free environment.
  • Equal Opportunity Employer. Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes.  As an organization devoted to amplifying the voices of marginalized communities, and particularly of immigrant and working-class communities, Albany Park Theater Project is dedicated to building a diverse team of artists and administrators.


  • $31,200/year. Generous benefits package.

To Apply

  • Please submit your resume, cover letter that explains your interest in working at Albany Park Theater Project, your salary history, and one writing sample.
  • Please email your materials to Please write your name (Last, First) in the subject line of your e-mail.
  • Incomplete applications will not be considered.
  • Applications will be accepted until the position is filled. The position begins as soon as possible.