Job Listing: Development Administrative Coordinator

Job Postings ,


The Development Administrative Coordinator serves as key administrative support to the Museum’s Development team. This position has a major focus on working with the Museum’s constituent database (Blackbaud) to input data, research, query, identify and analyze records for potential donors and sponsors. The Development Administrative Coordinator also handles acknowledgements, pledge letters, and membership renewals, generates donor and membership tracking reports, and ensures donor recognition is accurate and fulfilled. This position is responsible for internal audits of the database, annual required maintenance, upgrades or changes in the data, and software upgrades/enhancements to ensure data integrity.

Job Duties and Responsibilities:

  • Create database queries to report donor history, fundraiser and sponsorship performance, and prospect future funding possibilities
  • Keep current with Blackbaud (database) updates in functionality and implement when appropriate to streamline Museum workflow
  • Train Museum staff, interns, and volunteers how to add, edit constituent records, programs, and events in the database to ensure data integrity
  • Perform annual database wealth screening, troubleshoot errors, verify major donor assets for better patron financial picture, and maintain prospect lists/ tracking
  • Troubleshoot issues with database recording/reporting with external vendor support.
  • Create fundraising events in the donor database and produce online registration links
  • Investigate database for errors, duplicates, or inaccuracy and make corrections
  • Record all key donor interactions and donor commitments in the database on behalf of the Deputy Director of Development or others interacting with donors
  • Create donor /prospect briefing memos, tracking reports, sponsorship packets, and schedule appointments on behalf of the Deputy Director of Development
  • Search for new opportunities for potential business partnerships through research and inquiry
  • Develop and run informational retrieval queries and reports for direct mail solicitations, fundraiser invitations, statistical analysis and financial reporting/planning requests
  • Generate queries for special interest groups based on specified criteria and ensure accuracy of reporting
  • Prepare and mail all donor acknowledgement letters with accurate reported benefit value for audit purposes, prepare acknowledgements for memorial gifts, file as appropriate to ensure internal data integrity
  • Coordinate with the finance department on any discrepancies in reporting between the donor database and accounting software
  • Streamline staff assignments for donor follow up thank you calls on behalf of the development team and Executive Director
  • In coordination with the Member and Patron Services Coordinator, comb community announcements, newspapers, etc. for targeted interaction with members, donors, and sponsors
  • Prepare invoices and cover letters for donation commitments and query monthly list of outstanding pledge installments, generate and mail cover letters and invoices
  • Perform internal monthly audits for late sponsorship pledges, prepare and send reminder invoices with cover letters
  • Generate monthly membership renewal list, clean for accuracy, mail renewal letters
  • Create monthly renewal emails for members, generate lists and send
  • Create monthly list of expired members for Member and Patron Services Coordinator to follow-up
  • Prepare and mail monthly membership cards, coordinate with Member and Patron Services Coordinator on additional enclosures
  • Work cross-departmentally to ensure donor sponsorship benefits fulfilled and recognized appropriately
  • Prepare donor stewardship packets in an engaging, accurate and timely fashion
  • Perform monthly audit and update donor recognition lists on the website and digital displays
  • Perform annual audit of donor recognition for internal signage, publications, and annual Impact Report, coordinate with outside vendors and internal staff for updates
  • Maintain records for in-kind gifts, and report this information to the finance department
  • Coordinate with the finance department on the annual audit: provide requested acknowledgement letters, check copies, donor commitment letters, and other documents as requested
  • Work in coordination with Development Manager and Deputy Director of Development on quotes for annual budget submission, compile data for submission to the finance department, input purchase orders once budget approved
  • Maintain RSVP lists for fundraising events
  • In coordination with the Development Manager, prepare and mail mass funding request letters for fundraisers on behalf of benefit committee members and the development team
  • Work with mailing house to schedule annual fund appeal mailings
  • In coordination with the Development Manager, coordinate cross-departmentally on information retrieval and data aggregation for the annual Impact Report
  • Create tracking reports to evaluate annual fund appeal performance
  • Attend and work specified evenings and weekends for fundraising and cultivation events, as well as any additional development activities added throughout the year
  • Perform other duties as may be assigned by the Deputy Director of Development or Executive Director

Knowledge, Skills and Abilities:

  • Must possess knowledge of fundraising principles and practices
  • Maintain a professional, polished demeanor
  • Strong verbal and written communication skills
  • Detail-oriented, with strong organizational, analytical, communication, and planning skills
  • Ability to prioritize and manage multiple tasks and a variety of demands
  • Commitment to maintain confidentiality and a high degree of accuracy in donor records
  • Demonstrated ability to work effectively with people of diverse backgrounds and promote a positive working environment, spirit of cooperation and positive reactions to change and conflict resolution
  • Demonstrated motivational and problem-solving capabilities with a high degree of integrity, ethics, and dedication to the mission of the Museum

Training, Education and Experience*:

*Bachelor’s degree required. Minimum 2 years’ experience working with cloud-based databases; preference for knowledge of Blackbaud system. Must have proficient knowledge of Microsoft Office Suite with strong editing skills.

Special Requirements*:

*Must possess and maintain a valid Virginia driver's license and maintain a driving record acceptable to the Taubman Museum of Art and its insurance carrier(s).

Must be available to work flexible hours including nights, weekends and holidays as needed.

Physical Demands and Work Environment*:

*Must be able to stand, walk, and sit; ability to use hands and/or fingers, reaching with hands and arms; must be able to talk and hear; ability to occasionally climb or balance and stoop, kneel, crouch and crawl as required; must have the ability to lift up to 40 pounds as needed; must be able to see up close and have distance vision and have the ability to focus; must be able to work in a moderate noise level office environment.

Job Type: Full-time


  • relevant: 2 years (Required)


  • Bachelor's (Required)


  • Roanoke, VA 24011 (Required)

Work Location:

  • One location


  • Health insurance
  • Dental insurance
  • Retirement plan
  • Paid time off
  • Parental leave

This Job Is Ideal for Someone Who Is:

  • Detail-oriented -- would rather focus on the details of work than the bigger picture
  • Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction
  • Dependable -- more reliable than spontaneous

This Job Is:

  • A job for which all ages, including older job seekers, are encouraged to apply
  • A job for which military experienced candidates are encouraged to apply


Questions and application materials can be directed to Sunny Nelson at