Philanthropy Data Coordinator

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Full Time Norfolk, VA, US

2 days ago Requisition

Salary Range: $20.00 To $28.00 Hourly

Data Specialist

Chrysler Museum of Art Tagline

The Chrysler Museum of Art in Norfolk, VA is a premier cultural destination, showcasing over 30,000 works across 50 galleries and featuring the Mid‑Atlantic’s only Glass Studio. With free admission, the Museum is dedicated to accessibility and inspiring all who engage with art.

Department:

Philanthropy, while maintaining a collaborative relationship with Finance

FLSA Status:

Non-Exempt

No

Position Type:

Full-Time (FT)

Reports to:

Benefits Eligibility:

Revision Date:

July 2026

Hourly Pay Range:

$20.00-$28.00 per hour. Starting pay will be determined based on relevant experience, skills, qualifications, and internal equity considerations.

Primary

Purpose:

The Philanthropy Data Coordinator is responsible for maintaining and optimizing the Museum’s constituent database, ensuring its accuracy, integrity, and effective use across the organization. This role also serves as a key resource for prospect research, donor analytics, reporting, and data-driven insights that support fundraising strategies, campaign planning, donor cultivation, and departmental decision-making. Success in this role is demonstrated by consistently maintaining accurate donor and member records, processing all contributions within 24 hours of deposit, generating acknowledgements and membership cards within 48 hours, delivering renewal notices and pledge reminders with at least 95% on time completion, producing timely and actionable reports and prospecting data, and reconciling daily donations with Finance to ensure alignment across systems.

By consistently meeting these standards, the Philanthropy Data Coordinator supports fundraising, stewardship, prospect development, and operational goals while serving as a trusted partner to colleagues in Philanthropy, Finance, and other departments.

Key Performance Indicators (KPI):

Openness: Share information transparently and collaborate across departments to strengthen organizational trust.

Respect: Handle sensitive donor and member data with confidentiality and professionalism, ensuring all interactions reflect the Museum’s values. Ensure donor records are maintained with accuracy and kept up to date.

Growth: Seek opportunities to improve database processes, documents, adopt best practices, and support the Museum’s evolving needs.

Dynamism: Adapt quickly to new projects, technologies, and priorities, maintaining flexibility and responsiveness in a fast‑paced environment.

Essential Functions:

• Donation Processing:
  Accurately enter all donations (memberships, contributions, and pledges) received via mail, online, or in person into the database. Ensure daily reconciliation of donations within 24 hours of deposit.
• Acknowledgements & Reporting:
  Generate membership cards, donor acknowledgements, and daily reports in a timely and precise manner. Generate acknowledgement letters within 48 hours of gift receipt.
• Gift Entry:
  Works in collaboration with Finance to ensure all gift entries are reviewed promptly and accurately.
• Membership Management:
  Print, review, and mail membership renewals, cards and receipts to ensure consistency and timely response.
• Database Hygiene:
  Maintain data integrity by establishing and running system checks, such as updating records, and performing deduplication to eliminate redundancies.
• Maintains and updates the Policies and procedures manual
• Documentation:
  Scan and attach relevant documentation to constituent records for historical and audit purposes.
• Prepare and deliver ad hoc database reports as needed to support departmental and organizational needs.
• Prospect Research:
  Run and distribute weekly prospect research reports to the Philanthropy team to support donor cultivation.
• Financial Reconciliation:
  Partner with the Finance team to reconcile daily donations and ensure alignment between systems, Altru and Financial Edge.
• Reporting & Analysis:
  Prepare queries and generate reports for Philanthropy and Finance teams…