Advancement Coordinator (Full-Time, Onsite)

Berkshirejobs; North Adams, Northern (MA, KY); Hybrid; USD 52,000 - 75,000; Full time

Job summary

MASS MoCA is seeking a detailed, organized Advancement Coordinator to support day-to-day fundraising, stewardship, and administrative functions. The role reports to the Senior Manager of Advancement Operations and provides essential support to the Chief Advancement Officer and the advancement team.

The position involves gift processing, donor communications, reporting, and coordinating donor activities to sustain and expand fundraising programs for annual and capital goals.

Qualifications

• Donor relations and stewardship experience preferred.
• Experience maintaining donor databases and generating reports.

Responsibilities

• Coordinate donor cultivation and stewardship activities for prospects and donors.
• Assist with donor correspondence, proposals, briefing materials, reports, and presentations.
• Schedule donor meetings and coordinate follow-up for the Chief Advancement Officer and Senior Director of Philanthropy.
• Support individualized stewardship plans and recognition efforts.
• Ensure donors receive personalized, timely engagement throughout the year.
• Maintain accurate donor records and gift information in Tessitura; track activity and deadlines.
• Produce donor lists, fundraising reports, and meeting materials; enter gifts into Tessitura.
• Prepare tax receipts and tailored donor acknowledgments; monthly advancement goal reports.
• Prepare materials for meetings, proposals, follow-up, and donor updates; write content for stewardship.
• Manage calendars and meeting logistics for Major Gifts staff; coordinate internal communications.
• Support planning, budgeting, and project tracking; maintain advancement documentation.

Job description

MASS MoCA, one of the world’s liveliest and largest contemporary art organizations in the US, is seeking to sustain and expand its fundraising program, which supports an annual operating goal of $10M (approximately $7 million of which is sourced from individuals and $3 million from organizations), as well as an average annual capital goal of approximately $5 million.

Currently, the Museum seeks a highly organized, detail-oriented advancement professional to serve as Advancement Coordinator.

Reporting to the Senior Manager of Advancement Operations, this position provides day-to-day fundraising, stewardship, and administrative support to both the Chief Advancement Officer and the Advancement team at large.

The Advancement Coordinator will ensure detail oriented gift tracking by maintaining data integrity of the donor database and keeping clear and complete records of incoming gifts, including tracking payments and all related communications. They are also a key support staff to all advancement office staff and fill in on a variety of projects, as needed.

Duties and Responsibilities:

Donor Relations Support

• Coordinate donor cultivation and stewardship activities for prospects and donors.
• Assist with preparing donor correspondence, proposals, briefing materials, reports, and presentations.
• Schedule donor meetings and coordinate follow-up activities for the Chief Advancement Officer and Senior Director of Philanthropy.
• Support the implementation of individualized stewardship plans and recognition efforts.
• Help ensure donors receive personalized, timely, and meaningful engagement throughout the year.

Advancement Operations

• Maintain accurate donor records, contact reports, and gift information in Tessitura.
• Track donor activity, proposal deadlines, stewardship actions, and reporting requirements.
• Produce donor lists, fundraising reports, prospect research summaries with oversight from Senior Manager of Advancement Operations, and meeting materials.
• Enter all gifts into Tessitura, the donor database.
• Produce and send tax receipts and tailored donor acknowledgements.
• Prepare a monthly report on advancement goals.

Writing/Design

• Prepare materials for meetings, proposals and follow up
• Write content for donor updates and stewardship
• Create invitations for events, one sheets on exhibitions, decks and brief descriptions of funding initiatives

Administrative Support

• Manage calendars, scheduling, and meeting logistics for donor visits and cultivation activities for our Major Gifts staff.
• Coordinate internal communications among advancement, leadership, and programmatic staff.
• Support departmental planning, budgeting, and project tracking.
• Maintain organized files and advancement documentation.