Development Coordinator, John and Mable Ringling Museum of Art

Development Coordinator – John and Mable Ringling Museum of Art

The Development Coordinator will serve as a coordinator supporting the administrative and operational functions of the development team for the John and Mable Ringling Museum of Art within the Division of University Advancement. This multifaceted role provides high‑level support in the areas of travel planning, meeting planning, donor stewardship, endowment reporting, and data integrity. With a strong emphasis on communication, organization, and collaboration, the coordinator will support Major Gift Officers in building and maintaining strong relationships with donors, ultimately contributing to the University’s advancement goals.

• Coordinate and support specialized advancement functions that facilitate development, fundraising, and donor relations; provide direct assistance to Major Gift Officers by planning and scheduling meetings, managing calendars, and coordinating travel logistics and accommodations.
• Prepare meeting materials, including printing agendas, organizing presentations, arranging room reservations, and setting up technology.
• Submit travel authorization and reimbursement forms, ensuring accuracy and adherence to DUA policies.
• Coordinate financial and budgetary activities: track and submit P‑card reports, prepare departmental disbursement requests, reconcile and monitor expenditures, and collect donor‑related materials.
• Provide recommendations to senior leadership for administrative improvements and strategic planning.

• Update and maintain accurate donor records in Blackbaud CRM.
• Log meetings, update contact details, and enter engagement information.
• Assist with basic queries, export reports, and organize data for events, stewardship, and solicitation planning; resolve data issues such as returned mail or outdated email addresses.
• Prepare research packets, briefings, and reports on donor history and giving trends at the direction of Major Gift Officers; track and organize scholarship fund documentation and distribution updates.
• Draft communications regarding scholarship deadlines and eligibility criteria to inform faculty and staff upon request.

• Coordinate planning and organization of small donor engagement gatherings, including venue booking, catering, name tags, and RSVP management.
• Assemble donor meeting packets with background information and personalized agendas; assist Major Gift Officers with planning, coordinating, and promoting donor activities to obtain support and engagement.
• Provide on‑site support at donor events by setting up materials, greeting guests, and assisting with event flow; follow up with thank‑you notes and attendance documentation.
• Coordinate with internal departments, campus partners, and vendors to ensure smooth event preparation and delivery.
• Perform related duties as needed to support Colleges, Schools, Units, the Division of University Advancement, and the University.

• Produce and send donor correspondence, including letters, packets, and personalized cards for special occasions and acknowledgments; assemble and mail stewardship packages containing commemorative or personalized items.
• Coordinate post‑meeting follow‑up by tracking action items, sending thank‑you notes, and documenting donor engagement details; support student‑donor interactions by preparing appreciation letters and event materials.
• Compile and distribute reports such as weekly gift summaries; prepare contact lists, event invitations, and communication materials for advancement boards, councils, and university stakeholders of assigned colleges, schools, and units.
• Prepare and organize materials for engagement and recognition activities in collaboration with Major Gift Officers.

• A bachelor’s degree and two years of experience; or a high school diploma or equivalent and six years of experience (equivalent combination of education and experience).
• A valid State of Florida or Georgia driver’s license or the ability to obtain one prior to hire.

• This is an A&P position.
• Successful completion of a criminal history background check is required.
• The position is open until filled.

Florida State University is an Equal Employment Opportunity Employer.