Advancement Coordinator

Job Title: Advancement Coordinator (Full-Time)

Department: Advancement

Reports To: Vice President of Advancement

ROLE & LEVEL/GRADE: P2/4

The Advancement Coordinator performs duties in support of the fundraising initiatives at Frost Science, emphasizing donor and foundation relations, grant research, and metrics reporting while creating and implementing organizational structure and performing administrative duties for the department. The coordinator reports to the Vice President of Advancement and is responsible for supporting the Advancement department in all aspects of donor relations and donor database management.

This support includes but is not limited to gift reporting and tracking, drafting of acknowledgment letters, data entry, record keeping, researching prospect and lead generation, and providing support for all fundraising initiatives, including special events. The Advancement Coordinator is responsible for communication coordination between internal and external parties, including but not limited to non-profit organizations and government officials. The coordinator is also responsible for maintaining day-to-day operations for the department, including but not limited to scheduling meetings, providing support materials, collaborating with other departments on projects, and providing reports and documentation concerning contributions.

• Assist with prospect research and lead generation.
• Assist with planning and execution of donor meetings, events, and functions; collaborate with Events Manager for catering and setup needs.
• Create and maintain sponsorship proposals/materials for solicitation circulation to potential donors and sponsors as needed in collaboration with the Sr. Director of Advancement.
• Research, identify, and track a portfolio of foundation prospects.
• Collaborate with Frost Science departments to pursue programmatic grant opportunities.
• Track and assist in the grant application process and ensure compliance with grant agreement and requisite reporting.
• Create and maintain calendar of foundation application and reporting deadlines.
• Track and post all contributions into the Tessitura database management system.
• Create and electronically file all acknowledgments and pledge reminders.
• Track and maintain updated Frost Science financial documents for grant purposes and request updates as needed from responsible parties.
• Maintain, track, and update organizational reporting metrics for each department on a quarterly or bi-annual basis.
• Maintain a master calendar of pledge payments, drafts pledge reminders and invoices.
• Track and maintain records for in-kind gifts in the Tessitura database management system and provide reports to necessary departments.
• Maintain contributions reports for Finance yearly audit report.
• Submit and track Purchase Order (PO) requests in the MIP Accounting system for approved purchases for the Advancement department (appeal mailers, gifts, supplies, contract payments, etc.).
• Create and maintain invoices related to Advancement and Marketing needs.
• Maintain and track the nonprofit ticket donation program, review, and respond to requests in a timely manner, maintain accurate records that follow the program’s guidelines, reserve tickets in the Tessitura database management system, and inform/update the necessary departments.
• Maintain and track Advancement complimentary ticket allotment, reserve tickets through the web portal.
• Track and send out sponsorship guest passes to museum sponsors.
• Maintain Advancement outreach tracking in the Tessitura database management system and shared spreadsheet as documentation of all advancement outreach to prospects, donors, foundations, organizations, etc.
• Maintain and track yearly subscriptions for Advancement research purposes and renew when required; collaborate with the Accounts Payable department for processing.
• Coordinate production of department materials such as annual reports, fact sheets, brochures, and other collateral used for donor cultivation, solicitation, and stewardship.
• Request and review quotes from the mailing house for physical mailers.
• Track and respond to emails received through the…