Development & Grants Coordinator
About The Position
The Montana Historical Society seeks a Development & Grants Coordinator to support the successful execution of its fundraising program. Working closely with the Public Relations and Development Manager, the Coordinator brings a strong working knowledge of fundraising principles: campaign management, donor research, and donor stewardship, together with hands-on ownership of the customer relationship database. This role requires high attention to detail and sound judgment in managing accurate, well-organized donor data and translating it into reports that inform fundraising strategy. The Coordinator also maintains consistent, professional communication with donors, members, agency programs, industry partners, and the public.
Requirements
- Strong working knowledge of fundraising principles, including planned giving and endowments, and of philanthropic best practices and ethical standards.
- Intermediate proficiency in Microsoft Office, including Excel.
- Experience with a CRM or donor database, preferably in a fundraising context.
- High attention to detail, particularly in data entry and records management.
- Excellent written and verbal communication skills.
- Ability to work in a fast-paced, deadline-driven team environment and manage multiple priorities with flexibility.
- Bachelor's degree in business, communications, or a related field.
- Two years of experience in fundraising, development, or a related field.
Nice To Haves
- Social media experience a plus.
Responsibilities
- Serve as the primary steward of the donor database: enter, update, and maintain accurate constituent records, gift data, and interaction notes.
- Process charitable gifts, ensuring accurate entry, designation, and recognition.
- Set up and track pledges, send reminders, and run pledge reports.
- Manage database administration for campaigns, funds, and appeals, including ongoing maintenance to improve data integrity and performance.
- Track donors through the full donor lifecycle, including next steps, proposals, and gift outcomes.
- Build and run queries to extract donor and giving data, producing analysis that informs planning, goal-setting, and communication strategy.
- Coordinate with the Fiscal Office to reconcile the donor database against the state accounting system and uphold accounting best practices.
- Stay current on the database platform's best practices and identify opportunities for greater efficiency.
- Serve as a point of contact for current and prospective donors, ensuring correspondence is tracked accurately.
- Support donor cultivation and stewardship through calls, emails, and cards.
- Compose and send gift acknowledgements and thank-you letters.
- Conduct donor and foundation research, compiling findings into donor profiles.
- Track donor naming preferences and maintain accurate lists for public recognition.
- Organize and maintain donor files.
- Support the Director, Public Relations & Development Manager and Program Managers in donor portfolio management, flagging next actions and providing portfolio analysis as needed.
- Assist in shaping fundraising opportunities, individualized donor strategies, and campaign timelines.
- Assist with annual appeals and other mailings, including coordinating with the printing vendor to ensure mailing-list accuracy and met deadlines.
- Support fundraising projects and events.
- Assist with grant research, writing, and report fulfillment as needed.
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What This Job Offers
Job Type
Part-time
Career Level
Mid Level
