What are the responsibilities and job description for the Campaign & Planned Giving Coordinator position at New Britain Museum of American Art?
Summary
The Campaign & Planned Giving Coordinator provides critical operational, administrative, and project-management support to the Director of Development, with primary responsibility for advancing the Museum's campaign and planned giving initiatives. This position serves as the essential infrastructure behind fundraising efforts, ensuring that donor communications, stewardship & hospitality activities, campaign tracking, planned giving outreach, and administrative systems are executed accurately, consistently, and on schedule.
Working in partnership with the Director of Development to fulfill the campaign goals in alignment with the strategic plan, the Coordinator manages the logistical details-from data management and reporting to meeting preparation and donor correspondence-that allow the Director to focus on building meaningful relationships with our supporters.
The ideal candidate is highly organized, detail-oriented, and responsive, with exceptional follow-through and the ability to manage multiple priorities simultaneously. This individual takes direction well, anticipates needs, develops efficient systems, and is committed to producing high-quality work that advances fundraising goals and strengthens donor relationships.
Key Responsibilities
Campaign and Planned Giving Support
The Campaign & Planned Giving Coordinator provides critical operational, administrative, and project-management support to the Director of Development, with primary responsibility for advancing the Museum's campaign and planned giving initiatives. This position serves as the essential infrastructure behind fundraising efforts, ensuring that donor communications, stewardship & hospitality activities, campaign tracking, planned giving outreach, and administrative systems are executed accurately, consistently, and on schedule.
Working in partnership with the Director of Development to fulfill the campaign goals in alignment with the strategic plan, the Coordinator manages the logistical details-from data management and reporting to meeting preparation and donor correspondence-that allow the Director to focus on building meaningful relationships with our supporters.
The ideal candidate is highly organized, detail-oriented, and responsive, with exceptional follow-through and the ability to manage multiple priorities simultaneously. This individual takes direction well, anticipates needs, develops efficient systems, and is committed to producing high-quality work that advances fundraising goals and strengthens donor relationships.
Key Responsibilities
Campaign and Planned Giving Support
- Provide day-to-day administrative and operational support for the Museum's fundraising campaign and planned giving program.
- Work alongside and in partnership with the Director of Development to fulfill the strategic plan and campaign objectives.
- Assist in implementing the strategic campaign and planned giving initiatives by coordinating timelines, deliverables, and follow-up activities.
- Coordinate planned giving and campaign mailings, ensuring accurate audience selection, production, scheduling, and tracking.
- Prepare pledge reminders, stewardship communications, acknowledgements, and other donor correspondence.
- Track campaign commitments, pledge schedules, and key donor interactions to ensure timely follow-up and accurate records.
- Support volunteer leadership, campaign committees, and donor engagement activities as assigned.
- Coordinate meeting logistics, schedules, materials, hospitality, and follow-up actions for donor visits, cultivation events, and special meetings.
- Draft personalized thank-you letters, pledge reminders, donor correspondence, and stewardship materials. Ensure documentation is filed accordingly.
- Prepare high-quality donor briefing books, prospect profiles, meeting packets, and event biographies for the Director of Development, Executive Director & CEO, trustees, and volunteers.
- Welcome guests warmly at meetings and events, and utilize a professional phone manner to engage donors.
- Maximize the impact of events and programs with reminder calls and thank-you follow-ups.
- Ensure donor interactions and communications that include the Executive Director are documented promptly and accurately.
- Collaborate with and assist the Executive Director's executive assistant with onsite and offsite donor meetings and engagement.
- Arrange travel logistics for offsite and out-of-state donor visits for Executive Director and Development Director.
- Assist with logistics, gather receipts, and prepare expense reports/reimbursements for visiting dignitaries and VIP travel.
- Maintain accurate donor, prospect, campaign, and planned giving records in Raiser's Edge NXT (RENXT).
- Perform ongoing data entry, record maintenance, and quality control activities.
- Support data migration and database management efforts as the Museum transitions to new fundraising software platforms.
- Generate donor lists, reports, mailing extracts, campaign tracking reports, and other development analytics for review and decision-making.
- Monitor data integrity and identify opportunities for process improvement and efficiency.
- Attend Museum meetings to identify opportunities for collaboration and donor engagement with other departments.
- Create and maintain repeatable, sustainable systems, procedures, and workflows that improve efficiency and consistency.
- Collaborate with different Museum departments to create seamless and impactful donor experiences.
- Assist with the creation and distribution of electronic and print communications that tell the Museum's story and campaign vision.
- Assist with special projects and administrative initiatives that advance the goals of the Campaign.
- Bachelor's degree or equivalent combination of education and relevant experience.
- A minimum of 3-5 years of administrative, development, fundraising operations, project coordination, or executive support experience.
- Demonstrated proficiency with Raiser's Edge NXT (RENXT), Tessitura or other relational donor database.
- Strong proficiency in Microsoft 365 Office Suite, particularly Word (specifically mail merge), Excel (pivot tables), Outlook, PowerPoint, and CoPilot.
- Preferred: Experience supporting fundraising campaigns, planned giving programs, or donor stewardship activities in a museum or cultural organization.
- Exceptional interpersonal skills, with the ability to write compelling correspondence and reports.
- Proven ability to prioritize effectively, act with purpose and urgency, and maintain confidentiality.
- Ability to work some evenings and weekend hours as needed.