The Development Coordinator reports to the Manager of Donor Engagement and is responsible for the day-to-day coordination of and support for: Departmental events, including the annual gala and other donor engagement opportunities; Gift tracking, including gift entry, acknowledgment, and stewardship; Internal project management with the Marketing, Design, IT, Private Use, and Programming teams; Departmental reporting for key sponsorships and grants, and; Donor and prospect research.

Essential Duties and Responsibilities include, but are not limited to the following:
Coordinates Development and Membership production and event needs, including:

The departmental calendar, which includes tracking of all events, mailings, marketing and social media efforts, and other relevant calendar items.
Key event-planning components of Development and Membership programs, which includes managing key vendor relationships; coordinating with events department to confirm event logistical needs, room and event set-ups, catering menus, volunteer needs, etc; and managing invitation lists. Key events include the Heard’s annual gala, Moondance; the annual Grand Gallery Exhibition Fund dinner; VIP opportunities and the World Championship Hoop Dance Contest and Indian Fair & Market; and more.
The timely delivery of all external printed and digital collateral materials for Development events and appeals. This involves ongoing coordination with Marketing and Design team, Development and Membership teams, and other relevant internal stakeholders.
The production and dissemination of corporate, foundation, government, and Tribal sponsorship packages and materials.
Planning and notetaking at key meetings, including meetings of the full Board of Trustees, Development Committee, and Moondance Committee.
Serve as a back up to the sales floor as needed. Is responsible for providing the highest level of customer service while working with guests, members, volunteers, and the board of directors.
Donor/prospect cultivation and stewardship as needed.
Manages consistent and well-organized processes of record-keeping, gift entry, donor stewardship and acknowledgment, including:

Using the Altru Database (a Blackbaud system), to enter and track gifts.
Ensuring the general upkeep, data entry, and data integrity in Altru.
Tracking stewardship and reporting needs for designated gifts and grants, with a focus on reliable documentation and departmental coordination of timely reporting.
Ongoing coordination with departmental colleagues and the Finance Department to ensure proper gift documentation.
Generating acknowledgement and thank-you letters for all non-Membership/Circles gifts and In-Kind gifts for the Manager of Donor Engagement, Director of Strategic Development, and CEO.
Tracking deliverables for sponsorships and grants, including maintaining recognition lists for key programs and exhibitions
Working closely with volunteer leaders of the Heard Museum Guild by serving as key staff liaison for the Best of Show ribbon fundraising campaign.
Prospect Research:

Maintains prospect lists for designated fundraising efforts, including coordinating with Membership and Circles colleagues to identify potential individual supporters.
Assists with tracking prospects and solicitations for campaigns and special appeals, including recording such solicitations in Altru constituent records.
Conducts prospect research as needed, including researching potential prospects for exhibitions, educational and public programs, capital campaigns, etc.
Other duties as assigned.

Must be a self-starter and able to build collegial, friendly relationships with internal and external constituents. Must be able to handle confidential information with tact and discretion. Experience working with databases a plus. Knowledge of American Indian art, culture, and peoples a plus.

Selected applicant must pass a background check to qualify for employment. This position is full-time, non-exempt.


Organization/Company: Heard Museum
Location: Phoenix, AZ
How to Apply: To apply, send resumé to [email protected] with the subject line: Development Coordinator. You may also include a cover letter or paragraph explaining your interest in the position.