Development Coordinator

Overview

Reporting to the Senior Associate Director, the Development Coordinator provides critical administrative support for the Museum's development team. Primary responsibilities include providing executive administrative support for the SAD of Development, including calendar management, generating appeals and acknowledgements, monitoring email and phone lines and responding to donor inquiries and requests, maintaining donor records in the CRM database, supporting the development team in annual budgeting and oversight, researching prospects and producing biographical information on prospects and donors in advance of events, solicitations, and meetings.

The coordinator will assist with and/or coordinate a range of activities and events throughout the year and provide excellent customer service to donors at all levels. The Coordinator will provide administrative support for the managers of the development team as needed.

The development coordinator will work closely with the Museum's development operations team to ensure adherence to best practices and data integrity in the use of the database as the primary fundraising tool. They will coordinate with the Museum's business office and the University's Office of Gift Records to process and accurately record gifts. With the development staff, the coordinator will help coordinate the Museum's Annual Gala and development events, including cultivation and benefit fulfillment events.

About the Museum:

With a collecting history that dates back to 1755, the Princeton University Art Museum is one of the leading university art museums in the country, featuring collections that have grown to include over 117,000 works of art, ranging from ancient to contemporary pieces and spanning the globe. Committed to advancing Princeton's teaching and research missions, the Art Museum also serves as a gateway to the University for visitors from around the world.

The bold and welcoming new Princeton University Art Museum is open daily at the heart of Princeton's campus. Admission is free to all.  The Museum also operates Art@Bainbridge, a gallery project at 158 Nassau Street; two Museum Stores; and Mosaic restaurant.

Responsibilities

Administrative Support

* Provide all administrative support for the Senior Associate Director (SAD).

* Uses advanced organizational skills to manage time, coordinate calendars, prioritize tasks, and meet deadlines.

* Schedules and maintains all departmental meetings that include the SAD.

* Schedules all external meetings and inter-departmental meetings for the SAD.

* Coordinates travel for the SAD for external meetings and events.

* Prepares and submits expense reports for the SAD.

* Tracks spending against the budget for the Development team. Develops processes for reporting updated budget information to the Museum Finance team, using the Contributed Revenue Report and other resources to ensure alignment between Development fundraising year-to-date results with Finance results. Works with the Museum Development Operations team to investigate and provide explanations for discrepancies as needed.

* Ensures all acknowledge gifts are tracked and acknowledged promptly. Drafts acknowledgements for the SAD, makes edits as needed, presents final letters for signature and oversees entry of information in Altru, copied to University Advancement, and mailed to the donor.

* Assists Development staff with donor communications, including physical mailings, mail merges, digital communications (Mail Chimp), and other administrative tasks as needed.

* Maintains donor records for SAD's portfolio and manages data integrity in those records; supports data integrity in the CRM as needed/requested for other donors.

* Coordinates gift processing tasks with Development Operations and ensures accurate and timely recording of gifts.

* Assists the Development Operations team, pulls lists for invitations and mailings as requested by development officers.

* Provides event support for fundraising and membership events.

* Attends development events as needed, including occasional nights and weekends.

* Facilitates donor communications by monitoring and responding to the SAD's inbox…