Development & Membership Coordinator

Description:

The Development & Membership Coordinator is responsible for administrative support to the Advancement team and is integral to the overall success and smooth operations of fundraising and membership activities at MOHAI. This includes general administrative, fundraising support, donor and membership gift processing, acknowledgements, fulfillment, stewardship, and renewals. Additionally, this position ensures the integrity of data stored in the museum’s relational database, including data entry and reporting. This position supports all aspects of the individual giving program, including the annual fund, membership program, and donor events. The Coordinator is a creative, solutions-oriented, fearless admin with a go-getter spirit. They report to the Membership & Annual Giving Manager and are a member of the Advancement team.

Key Responsibilities:

Responsible for implementing individual donor appeals and e-campaigns (GiveBIG, Giving Tuesday, etc.), with strong customization and appeal. Collaborate with the Membership & Annual Giving Manager, design staff, and the Advancement team, as well as printers and mail house, as needed.
Work with the Membership & Annual Giving Manager to prepare and execute membership acquisition appeals, renewals, and fulfillment. Update donor lists, edit, print, mail, and manage project tasks timeline. Track progress toward goals.
Support donor/member stewardship, ensuring timely gift follow-up (thank you calls, acknowledgment letters, receipts, and notes).
Provide excellent customer service to donors and members, responding promptly to all inquiries as directed (phone, email, written, and on-site at events).
Ensure that all interactions are culturally responsive, respectful, and based on a foundation of MOHAI’s commitment to inclusion, diversity, equity, and accessibility.
Participate in the planning, implementation, and support for various donor and member programs and special events, especially the annual History Makers Gala and Innovation Exchange, including RSVP, registration, follow-up, procurement of in-kind donations, night of lead on Greater Giving, post-event reports, acknowledgements, etc.
Provide prospect information to the Advancement team in support of major gift and planned giving solicitations.
Establish strong and collaborative working relationships with the Advancement Team, volunteer leadership, and colleagues across the museum.
Efficiently and accurately process all donations and memberships through batch with appropriate program and contribution codes, including matching gifts and soft credits. Run batch reports and provide documentation to Finance Department for monthly reconciliation of contributions.
Assist with the creation of development queries, monthly and ad hoc reports (metrics, dashboards, prospect lists), and mailing lists. Assist in maintenance of membership and annual giving reports.
Work with the Advancement team to track, enter in Blackbaud/Altru CRM system, and acknowledge in-kind gifts.
Oversee and implement efficient systems for data entry, performing data updates, gift processing, donor acknowledgement, and portfolio management.
Maintain Blackbaud/Altru donor and contact database, including documenting protocols and processes. Implement efficient systems for data entry, perform data updates, and maintain data integrity for giving and membership programs in organizational database.
Proactively work to correct and update CRM data records for clean reporting and information management integrity. Work with the Advancement and Finance departments to ensure data accuracy and support the monthly financial reconciliation of fundraising activities.
Provide administrative support for monthly Development and Marketing Committee meetings.
Assist with drafting correspondence and the preparation of project documents (reports, work plans, project summaries, etc.).
Perform general administrative tasks, including scheduling and confirming meetings, providing logistical meeting support, creating agendas, taking meeting notes, etc. Maintain electronic and paper filing systems (ensure good order, accessibility, and consistent naming conventions) and archive as necessary.
Opportunity to serve on IDEA (Inclusion, Diversity, Equity and Accessibility) Committees.
Attendance at museum-sponsored events may be required.
Other duties as assigned.
Qualifications:

2+ years of fundraising/membership experience, preferably with a museum or nonprofit organization or relevant and transferable professional experience.
Experience with annual appeals and special events a plus.
Demonstrated ability to work accurately and effectively with donor databases (Blackbaud/Altru preferred) and Greater Giving for donor event support.
Professional communication skills and phone manner, with a dedication to excellent customer service and donor satisfaction.
Strong self-motivation, with the ability to work both independently and as a contributing team member.
Solutions-oriented creative thinker and problem solver who navigates challenging situations with ease.
Ability to handle multiple tasks, projects, and priorities simultaneously.
Commitment to maintain strict confidentiality and exercise discretion.
Proficient with Microsoft Office Suite, including Outlook and Teams.
Available to work evening and weekend hours, as needed.
Bilingual and multilingual skills valued.
Enthusiasm for MOHAI’s exhibits, programs, and mission.