Development Coordinator, Individual Giving

Philadelphia, PA
Full Time
Entry Level
We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status. 

Under the direct supervision of the Deputy Director of Development for Individual Giving, and in support of the Principal Gifts and Major Gifts team, the Director of Development, and the museum’s leadership; the Coordinator for Individual Giving will administer the planning and implementation of administrative systems and resources to help manage Individual Giving priorities. This key administrative role will serve as a lead and resource for support staff in Individual Giving and provide training to new staff to ensure the successful and strategic execution of a wide range of fundraising activities. The Coordinator will act as a liaison for constituents and campaign committees and is responsible for providing accurate and timely information both in response to and in anticipation of requests.

Specifically, you will
  • Serve as lead and resource for administrative staff in Individual Giving (supporting Deputy Director of Development, Individual Giving and the Principal and Major Gifts team as assigned) manage priorities, and provide training as needed
  • Provide administrative support for Individual Giving priorities including but not limited to departmental Committee solicitations, coordination of solicitations for special exhibitions and other funding priorities, produce strategy memos and supplemental materials for donor visits. general Raiser’s Edge updates and data management, support Deputy Director with coordination of Individual Giving team and other staff meetings, provide support for Individual Giving budget planning and tracking, and provide administrative support across the Individual Giving team as needed
  • Provide administrative support to the Deputy Director of Development, Individual Giving for the Campaign Steering Committee and Development Committee
  • Provide general administrative support to staff members in Major Gifts area as assigned by the Deputy Director of Development, Individual Giving
  • Support Deputy Director of Development with Campaign related priorities including but not limited to prepare and distribute agenda and materials for regularly scheduled Executive Office/Development Campaign Meetings, and maintain accurate call lists and briefing memos for Executive Office, Director of Development and Campaign Co-chairs; and update Raiser’s Edge records accordingly
  • Assist with various aspects of work with development assigned curatorial or program departments within the museum
  • Track budgets for corresponding charge lines when expenses are incurred by staff or for programs and activities within Individual Giving purview
  • Assist in the planning, coordinating and execution of meetings of officers, including recording minutes, distributing follow-up tasks, and ensuring successful fulfillment Other forms of support for fundraising initiatives, under the direction of the Deputy Director of Development, as assigned
  • Draft and/or directly distribute correspondence to Major Gift prospects and donors Support the preparation of solicitation proposals, strategic briefing memos, and other written materials and correspondence
  • Track and send renewal solicitations and/or gift and sponsorship pledges and reminders
  • Coordinate with Development Services and enter data such as: donor/prospect information, past and future actions and event attendance; append contact reports and ensure that all relevant information is stored in Raiser’s Edge or an approved alternative
  • Run reports and export data for use by the Individual Giving team and others
  • Work closely with Prospect Research and Prospect Management staff on tasks related to upkeep of Officer portfolios, tracking of Officer metrics, and monitoring and supporting fulfillment of same
  • Conduct research on select prospects and update corresponding profiles
  • May serve as liaison between assigned program, Special Events, Editorial and Graphic Design, Special Exhibitions, and/or relevant curatorial department(s) in planning and execution of program-related events and collateral production
  • Other duties and special projects as assigned

Your background and experience include:
  • Experience in progressively responsible positions requiring a high degree of organizational, communications, and interpersonal skills
  • Well-developed service orientation with the ability to meet customer (internal and external) needs in an efficient, timely, and personable manner
  • Excellent communication (written and verbal) skills
  • Ability to prioritize, coordinate, and monitor multiple projects through to completion
  • Strong problem-solving skills and proven ability to work cooperatively and effectively with diverse audiences
  • Ability to remain focused and work extensively with details, accuracy, and speed
  • Ability to manage confidential information in a responsible fashion
  • Ability to think quickly and react calmly to challenging situations
  • Computer proficiency with experience in MS Office and Raiser’s Edge
  • Bachelor’s degree or equivalent in related work experience

Position and Compensation Details
  • This position is Full-Time, Non-Exempt, and 35 hours per week.
  • The hourly rate for this position is $21.73.
  • This position is part of the AFSCME Local 397 bargaining unit.
  • This position reports to the Deputy Director of Development, Individual Giving.
  • Physical requirements:
    • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus.
  • Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements
  • Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum, and protects and enhances its reputation and standing within the community of museums.
  • Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
  • Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
  • Maintains confidentiality.
  • Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis.  We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:
  • Free general admission to the museum for you and your immediate family
  • Discounted guest tickets for admission
  • Discounts on gift memberships
  • Special staff tours and presentations from our curatorial and conservation teams
  • Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:
  • Medical, dental, and vision benefits
  • Fully paid short-term disability insurance, long-term disability insurance, and life insurance
  • Health savings or flexible spending account program
  • Retirement savings program with museum match
  • Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.


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