Advancement Coordinator (Full-Time)

Job Title: Advancement Coordinator (Full-Time)
Department: Advancement
Reports To: Vice President of Advancement

ROLE & LEVEL/GRADE: P2/4

SUMMARY

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.

KEY DUTIES AND RESPONSIBILITIES

• 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 Advancement email address.
• Monitor and upkeep of additional email inboxes relevant to Advancement and send essential emails to the appropriate department.
• Maintain and update the Frost Science Support web pages and collaborate with Web Development and Marketing departments for updates/additions.
• Support correspondence to the Frost Science Board of Trustees.
• Support the distribution of materials for the Board of Trustees meetings.
• Create and distribute meeting agendas, support materials, and minutes related to the Advancement department.
• Collaborate with Tessitura Database Manager each fiscal year-end for upcoming fiscal year build-out.
• Attend and participate in the Tessitura Extended Services Meeting and provide any Advancement-related issues to the Tessitura Support Team.
• Create, execute, and update Tessitura reports and serve as the primary point of contact for Tessitura on behalf of the Advancement department.
• Maintain and track daily scheduled reports in the Tessitura database management system and perform updates as needed.
• Process refund adjustments or re-classifications in the Tessitura database management system as needed for contributions or payments.
• Track and update discount promo codes in the Tessitura database management system.
• General office tasks include printing, scanning, copying materials, and preparing mail correspondence.
• Maintain a master calendar of Advancement meetings, events, and activities.
• Attend training, webinars, tutorials, etc. to increase the knowledge base for the Advancement department.
• Establish protocols and SOP’s for database management system, including coding and recording of actions.
• Provide support to other departments as needed.
• Perform other duties as assigned.

JOB QUALIFICATIONS

• Bachelor’s Degree required.
• At least two years of administrative experience, preferably in a cultural organization.
• One to two years of experience in a fundraising environment, working directly with donors strongly preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Experience in working with donor database software is essential; knowledge of Tessitura is strongly preferred.
• Excellent verbal and written communications skills.
• Ability to maintain detailed and accurate records.
• Ability to work collaboratively with staff across departments.
• Excellent computer skills; full proficiency in MS Office Suite.
• Flexibility in schedule and ability to work independently.
• Ability to prioritize, multi-task, and follow through with minimal direction.
• Attention to detail, project management skills, and being highly organized is a must.
• Flexibility in varied job assignments.
• Willingness to pitch in when/where needed.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, and hear. The employee is occasionally required to walk; use hands and fingers to feel, handle, or operate objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

The work environment characteristics described here represent those an employee may encounter while performing the essential functions of this job. Work is usually done indoors in a climate-controlled environment and is typically quiet.

CLEARANCE REQUIREMENTS:

• Background clearance
• Drug screening as part of the Drug Free Workplace Program.