Database & Grants Coordinator

Virginia Museum of Contemporary Art (Virginia MOCA)

Location:

Virginia Beach, VA

Type:
Full-time, salaried
Classification:
Exempt
Department:
Development

Reports to:

Director of Development

Compensation: $47,000/year

Schedule:

Monday–Friday; occasional evening and/or weekend work

The Database and Grants Coordinator maintains Virginia MOCA’s donor and membership database and supports the day-to-day operations of the Development department. This position is responsible for accurate records, cleaning and updating data, creating reports, setting up events and programs in the Customer Relations Management(CRM) system, and supporting the flow of information between the CRM and other systems.

The position also coordinates grant administration, working with the Director of Development, contract grant writer, Finance team, and staff across the museum to track applications, deadlines, reporting requirements, and grant-related information. This is a collaborative role requiring strong organization, attention to detail, accuracy, and follow-through.

• Maintain Virginia MOCA’s donor, membership, prospect, event, and constituent records in the CRM and identify opportunities to improve data quality, processes, and efficiency.
• Maintain data accuracy by reviewing records, correcting errors, and identifying and removing duplicate records.
• Enter and update information, run queries, create reports, export data, and prepare lists to support fundraising, membership, events, and other Development activities.
• Set up and coordinate events, memberships, classes, programs, and other activities in the CRM, including registration, check-in, and reporting.
• Maintain CRM integrations with systems such as Eventbrite, Mailchimp, and Quick Books and help ensure information is accurate across platforms.
• Work with Finance to reconcile CRM gift and revenue records with Quick Books and identify and resolve discrepancies.
• Create and maintain spreadsheets, reports, and dashboards to support Development tracking and decision-making.
• Provide CRM support and assistance to staff and maintain basic procedures and documentation for database use.
• Administers appropriate database access and follow established data security and donor privacy practices.

• Coordinate with the Director of Development and contract grant writer on grant applications, deadlines, and reporting requirements.
• Maintain the grants calendar and tracking system, including applications, awards, payments, and reporting deadlines.
• Gather information, data, narratives, and attachments from staff for grant applications and reports.
• Maintain organized grant files and supporting documentation.
• Work with Finance to track grant-related revenue and expenditures and support reconciliation and financial reporting.
• Monitor grant deadlines and reporting requirements and communicate upcoming needs to appropriate staff.
• Assist with collecting and reporting program outcomes and other information required by funders.
• Provide grant information to Marketing for public acknowledgment of awards.

• Assist with fundraising campaigns, donor communications, stewardship activities, and special events.
• Support donor stewardship through accurate records, reports, and acknowledgments.
• Provide data and reports to support fundraising, membership, and Development activities.
• Participate in museum-wide events, including the annual Boardwalk Art Show, as needed.

• 2–4 years of experience in database management, development operations, grants coordination, nonprofit administration, or a related field.
• Experience working with a CRM or database system; experience with NEON preferred.
• St…