Job Summary:
The Development Coordinator is the central hub of the department, ensuring that the team is well synchronized, that meetings are scheduled, agendas are set, data is entered, letters are sent, donors are heard, members are engaged and that other departments know what key priorities are.
Department Level Administrative Duties/Responsibilities:
- Provide general administrative support and project management to the department, such as:
- Performing data entry, donor briefs, pledge tracking, file management, invoicing, gift acknowledgements, tax receipts, and thank you letters in a timely manner
- Processing purchase orders and generating reports including list pulls
- Assisting with note taking, filing, and scheduling
- Generate meeting agendas, manage and/or support weekly departmental meetings and meetings across departments
- Provide administrative support for key development initiatives, including fundraising and membership campaigns, institutional priorities, events and travel
- Support efforts to center donor relationships and create a warm, inviting experience across all museum fundraising efforts
- Upkeep of development email inbox, responding in a timely and professional manner to all communications
- Regularly review and update records in Salesforce and internal directories to ensure data accuracy, consistency, and completeness.
- Generate and format audience lists for mailings, campaigns, and events, ensuring they meet criteria for segmentation, personalization, and reporting needs.
Department Level Project Management Responsibilities:
- Set, maintain and track milestones and deadlines for the department within project management platform (Teamwork)
- Set up project folders and discussions for campaigns and projects involving cross-departmental collaboration
- Assign tasks to staff members within the project management platform and track task completion
Development Events Coordination and Support:
- Track RSVPs and attendance for events; maintain accurate attendee records to support stewardship and follow-up.
- Maintain accuracy of ticketing data, including event access and member benefit redemptions, ensuring smooth entry and reporting.
- Collaborate with staff to generate post-event reports that capture key metrics, insights, and follow-up needs.
- Provide hands-on support during events, including check-in, setup, logistics coordination, and guest services.
- Assist with preparing and tracking invoices and purchase orders related to patrons, membership, events, and vendor services.
- Send thank-you notes and follow-ups to vendors who contribute to events or campaigns.
- Draft and coordinate mailings and other acknowledgment materials for event and campaign sponsors, ensuring timely and professional delivery.
Grants and Institutional Giving Support:
- Assisting with the full cycle of grants management alongside the Grants Manager and Finance Department including:
- Tracking and updating grants in Salesforce
- Notifying finance of grants awarded
- Updating records when funds are received
- Adhoc research as requested
Required Skills/Abilities:
- Ability to move projects forward with superb comprehension skills.
- Highly organized, detail-oriented, and administratively minded with an ability to prioritize and manage multiple tasks simultaneously
- Minimum of one year experience with non-profit membership program, fundraising, development, or executive support preferably in the arts
- Proficiency with database systems (Salesforce preferred), Microsoft office programs and project management software
- Strong oral and written communication skills, with experience drafting professional correspondence
Education and Experience:
- High school diploma required; Bachelor's degree preferred
Physical Requirements:
- Prolonged periods of sitting at a desk and working on a computer.
- Occasionally lift up to 20 lbs
- Occasionally work outside in central Texas weather conditions
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
Our development team follows a hybrid schedule working in-office two days a week (or more if needed) and remotely for the rest. Our in-office time is used primarily for team meetings and formal and informal collaboration. This position may require you to work some evenings and weekends as needed for events.
Our commitment todiversity, equity, inclusion
and access (DEIA)
The Contemporary Austin values a diverse, inclusive, and equitable workplace and we seek to model these values in our hiring and engagement practices for all our artistic and educational programs.We welcome applications by BIPOC candidates as well as individuals who bring new perspectives in a host of ways.It is the policy of The Contemporary Austin not to discriminate against any person because of race, color, religion, national origin, sex, sexual orientation, gender identity, marital status, age, disability, or veteran status and to take action to ensure that those seeking to do business with the Contemporary are treated fairly.The Contemporary Austin aims to create a safe, welcoming working environment and doesn't tolerate discrimination of any kind.