Development Operations Coordinator

Oklahoma-City-Museum-of-Ar; Oklahoma City (OK); On-site; USD 50,000 - 70,000; Full time

Job summary

The Oklahoma City Museum of Art is seeking a Development Operations Coordinator to manage donor records, gift processing, and reporting in support of fundraising and Private Events. This role partners with Development and Finance, ensuring data integrity and timely communications with donors.

The coordinator will handle gift processing, pledges, and invoices, while coordinating cross-departmental event documentation and vendor communications to ensure accurate financial reconciliation and donor

Qualifications

• Accuracy in data entry and recordkeeping is essential.
• Experience with CRM/databases, preferably Altru.
• Experience in nonprofit or museum setting preferred.

Responsibilities

• Process donations and payments in Altru, ensuring accurate donor records.
• Verify gift and donor information for acknowledgments.
• Manage pledges and installment plans, generate invoices, monitor balances.
• Code and record gifts in Altru; provide donor acknowledgment lists.
• Create database queries for mailing lists, reports, and campaigns.
• Collaborate with Finance to support financial reporting and audits.
• Prepare regular gift reports to support fundraising decisions.
• Maintain donor and gift records with high integrity.
• Support Private Events admin: client comms, contracts, invoices, event docs in Altru.
• Assist with Private Event memos and internal docs for smooth events.
• Coordinate with departments/vendors for event logistics.

Skills

Attention to detail

CRM experience (Altru)

Highly organized

Microsoft Excel

Interpersonal & collaboration

Communication skills

Confidentiality

Financial reconciliation

Evening/weekend flexibility

Education

Bachelor’s degree in business administration, nonprofit management, or equivalent professional experience

Tools

Altru CRM

Job description

About the Museum:

The Oklahoma City Museum of Art is one of the leading arts institutions in the region. The Museum presents a dynamic range of exhibitions organized from prestigious museums and collections throughout the world. The Museum’s own diverse collection features highlights from North America, Europe, and Asia, with particular strengths in American art and postwar abstraction. The permanent collection also boasts one of the world’s largest public collections of Dale Chihuly glass, a major collection of photography by Brett Weston, and the definitive museum collection of works by the Washington Color painter Paul Reed. The Museum’s renowned Samuel Roberts Noble Theater screens the finest international, independent, documentary, and classic films. Museum amenities include the Museum Store and the Roof Terrace. The Oklahoma City Museum of Art is accredited by the American Alliance of Museums and is a member of the Association of Art Museum Directors. The Museum serves over 125,000 visitors annually from all fifty states and thirty foreign countries.

What We’re Looking For:

The Development Operations Coordinator is a key member of the Museum’s Development team, responsible for ensuring the accuracy, efficiency, and smooth operation of the systems and processes that support fundraising and donor engagement. This role serves as a central point of coordination for gift processing, donor and gift records, pledges, reporting, database management, and financial reconciliation, working closely with Development and Finance to ensure every gift is accurately recorded and every donor interaction is supported by reliable information. The Coordinator also plays an important role in the Museum’s Private Events program, supporting client communication, contracts, invoices, event documentation, and coordination across departments and vendors. Highly organized and detail‑oriented, this position is ideal for someone who enjoys bringing order to complex details, solving problems, working with data, and collaborating across teams. By keeping the operational side of fundraising and events running smoothly, this role helps turn the generosity of the Museum’s supporters into meaningful support for its mission.

DUTIES AND RESPONSIBILITIES:

• Process incoming donations, including checks and credit card payments, in a timely manner, ensuring accurate entry of all gift information into the Museum’s CRM database (Altru), and maintaining accurate, reliable, and confidential donor records and overall data integrity.
• Review and verify gift and donor information prior to release for acknowledgment, ensuring gift amounts, designations, donor information, tax‑deductible amounts, and other required information are complete and accurate for the production of donor acknowledgment mailings.
• Process donor pledges and installment plans in Altru, generate invoices, and monitor outstanding balances as needed.
• Ensure gifts are properly coded and recorded in Altru and provide accurate and timely gift information and acknowledgment lists to support the production of donor acknowledgment mailings.
• Create and run database queries to provide accurate mailing lists and reports for donor acknowledgments, membership communications, fundraising campaigns, and other Development activities throughout the year.
• Serve as the primary Development Department liaison to the Finance Department to support financial reporting, reconciliation of contributed revenue, and departmental audits.
• Prepare regular gift reports to support Development team tracking, analysis, and decision‑making related to fundraising activity.
• Maintain the accuracy and integrity of donor and gift records in Altru, including gift history, designations, campaigns, appeals, pledges, installments, and other gift‑related information.
• Provide administrative and logistical support for the Museum’s Private Events program, including initial client correspondence, booking coordination, invoices, contracts, event documentation and maintaining accurate event records in Altru.
• Support the Development Events Manager with the preparation and updating of Private Event Memos and other internal documents to ensure seamless event execution.
• Coordinate with internal departments and vendors to support the timely completion of Private Event logistics, documentation, and event execution.
• Handle confidential donor, gift, financial, and event information in accordance with Museum policies and established data‑management procedures.
• Collaborate effectively with Development staff and other Museum departments to support fundraising operations, donor stewardship, membership activities, Private Events, and other Development initiatives.
• Assist with producing donor acknowledgment letters and tax receipts as necessary.
• Perform other related duties as assigned.

REQUIRED SKILLS/ABILITIES:

• Strong attention to detail and accuracy in data entry and recordkeeping
• Proficient with CRM/database systems, preferred experience with Altru
• Highly organized with the ability to manage multiple tasks, deadlines, and events simultaneously
• Proficient in Microsoft Excel
• Excellent interpersonal and collaborative skills
• Proficient written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive donor and financial information responsibly
• Experience with financial reconciliation, reporting, and supporting audits
• Willingness and flexibility to provide occasional evening or weekend support

QUALIFICATIONS:

• Bachelor’s degree in business administration, nonprofit management, or equivalent professional experience
• Minimum of 3-5 years of experience in database administration, gift processing, or development operations
• Experience in a nonprofit or museum setting is strongly preferred