Advancement Services Coordinator

OVERVIEW: The Advancement Services Coordinator for The Children’s Museum of Indianapolis, Inc. supports the Advancement division by collecting, inputting and coordinating confidential financial and constituent information on individual, corporate, foundation and government donors. The incumbent oversees the donor charitable gift receivables, processing and acknowledgement functions for the museum, and acts as a liaison with other museum departments/divisions to represent and advocate for advancement’s interests regarding the use of the Constituent Relationship Management (CRM) system. The incumbent is responsible for receiving, tracking and responding to donor requests in a professional and timely manner, working closely with them to facilitate a highly satisfactory and donor-centric museum relationship. The Children’s Museum is fiercely devoted to our Diversity, Equity, Accessibility, and Inclusion (DEAI) efforts. Together we are building and sustaining an inclusive culture that encourages, supports, and celebrates differences. REPORTS TO: Associate Vice President, Development ESSENTIAL RESPONSIBILITIES: • Oversees the Advancement division’s donor charitable gift receivables in accordance with internal policies and procedures and the Transformational Giving Playbook. This includes sending and tracking gift receipts, implementing the acknowledgment functions for donations received, accurately completing daily gift data entry processing in museum customer database (including stock transactions) and pledges within established time frames, preparing pledge reminders and/or charitable gift invoices in advance of donors’ agreed-upon contribution payment timing, and coordinating past due gift receivables in accordance with internal collection procedures. • Works in concert with other departments to coordinate timely acknowledgement of donor gift receivables that are processed by other divisions within the museum. • Maintains an excellent working knowledge of the data and reporting needs of the department staff and acts as one of the department’s “power-users” of the application. • Assists Business Analyst with preparing the Advancement division’s financial reports and generate lists in a timely and accurate fashion. • Coordinates any necessary updates, corrections, and compliance with automated daily contribution reports distributed to appropriate advancement and finance staff. Provides additional reports or documentation as necessary for any non-automated gift or pledge report compliance. This includes working closely with finance staff, ensuring the proper recording of transactions and fund balances are in accordance with fundraising best practices, ethics, and IRS regulatory compliance. • Fulfills donor benefits for each gift club or society level, including but not limited to: generating membership cards, coordinating special benefits and/or amenities, and ensuring appropriate recognition takes place. • Manages the matching gifts program reporting and compliance requirements, charitable gift annuity payments, and foundation gift reporting and compliance requirements. • Prepares mailing lists for donor communications and events. Works closely with departmental and cross-divisional colleagues to review and accurately finalize mailing lists (both U.S. mail and email) before distribution to donor constituents by established time frames. • Maintains the integrity of all donor data across individual, corporate, foundation and government donors. Activities include but are not limited to accurately creating new donor records, recording demographic data, and/or changing donor data. Maintains a high degree of confidentiality concerning sensitive or personal materials or information relating to donor records. • Working closely with the event planner and other cross-divisional staff, coordinates the event ticket sales, registration, and/or RSVP function through the appropriate communication channels and software applications for donor events. Coordinates table sponsorship processing and associated invoicing and guest capture. Coordinates necessary updates and/or corrections to automated event registration sales and attendee reports distributed to appropriate staff. • Attends on-site advancement events (typically evenings) and serves as primary on-site coordinator for donor event welcome, registration and check-in. • Coordinates the document management procedures for the division, including hard copy and e-files. Prepares hard copy files for archival storage on an annual basis. REQUIREMENTS: • One (1) year of database management experience. • Working knowledge of Tessitura or similar CRM product platforms/applications preferred. • Working knowledge of database architecture and associated reporting writing and/or database querying skills preferred. • A committed ability to working in a collegial manner with diverse individuals from across the museum. • Demands the ability to coordinate multiple priorities requiring excellent organizational skills. • The ability to operate in a mature manner in a diverse and highly confidential environment. • A high level of attention to detail, organizational skills and the ability to determine and set priorities. • Excellent knowledge of Windows applications including Word and Excel. Proficiency with utilizing the Internet and e-mail systems. ADA REQUIREMENTS: • Must be able to perform extensive work in indoor environments, to read documents, job descriptions, data reports, drawings, research and to view computer monitor. • Must be able to communicate extensively via telephone, email, one-on-one conversations and with a group of people. • Must be able to handle heavy keyboard and process large volumes of paperwork. • Requires the ability to sit or to stand for extended periods of time, lift up to 40 lbs. and negotiate local travel through traditional modes of transportation. Apply tot his job