Development Operations Coordinator

Oklahoma City Museum of Art•Oklahoma City, OK

About The Position

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.

Requirements

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
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

Nice To Haves

Experience in a nonprofit or museum setting is strongly preferred

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.